Chapter 2.98
TRAVEL POLICY
Sections:
2.98.010 Reimbursement for expenses.
2.98.060 Reimbursement authorization and claim forms.
2.98.010 Reimbursement for expenses.
(a) The city shall reimburse city employees and reserve police officers, and city officials for travel, subsistence and related expenses while conducting city business or providing a service to the city. To qualify for reimbursement, such expenses must be reasonable and prudent under the circumstances and directly related to the conduct of business or service for the city. Care must be taken to avoid unnecessary or excessively costly expenditures.
(b) It shall be the responsibility of the city clerk-treasurer to ensure that these policies are adhered to and he/she shall provide the forms and instruction that are necessary for their implementation and execution. In no event will a claim for reimbursement be allowed unless the same is presented in a detailed account and shall be duly certified by the official or employee submitting the claim in the manner prescribed by the Division of Municipal Corporations in the office of the State Auditor. (Ord. 1169 (part), 1995)
2.98.020 Personal vehicles.
(a) The use of privately owned vehicles may be authorized by the employee’s supervisor; provided, that there is an advantage to the city, or a city-owned vehicle is not available.
(b) Any employee of the city of Sumas and/or any juror or witness who is authorized to use a private motor vehicle for work- or court-related travel shall be reimbursed at the rate of fifty-eight cents per mile. Also, jurors and witnesses used by the Sumas municipal court will be reimbursed at the same rate.
(c) No reimbursement will be made for repairs or damage to privately owned vehicles when such expense is incurred during official travel or as a result of official travel. (Ord. 1741 § 1, 2019; Ord. 1698 § 1, 2017; Ord. 1671 § 1, 2016; Ord. 1650 § 1, 2015; Ord. 1633 § 1, 2013; Ord. 1611 § 1, 2012; Ord. 1566 § 1, 2011; Ord. 1541 § 1, 2010; Ord. 1529 § 1, 2009: Ord. 1511 § 1, 2008: Ord. 1499 § 1, 2007: Ord. 1462 § 1, 2007: Ord. 1431 § 1, 2005; Ord. 1426 § 1, 2005; Ord. 1381 § 1, 2004; Ord. 1360 § 1, 2003; Ord. 1212, 1997; Ord. 1169 § 1, 1995)
2.98.030 Meals.
(a) City employees may be reimbursed for meals consumed while conducting, or on official business of the city. Meal costs must be incurred and paid by the claimant. If eligible persons other than the claimant are also included they shall be listed by name and title. Identification of elected or appointed officials by group, such as the public safety committee, shall be sufficient. All employees must be identified individually.
(b) Maximum per diem allowance for meals and tip shall be fifty-one dollars unless otherwise prearranged.
(c) The city will allow a meal tip up to fifteen percent of allowable expenses.
(d) Reimbursement for meals shall be allowed only where the number of travel hours of an employee, before and/or after any one meal total two or more, except the city administrator may authorize reimbursement for lunch while an employee is away from the place of work for a lesser time.
(e) Alcoholic beverages will not be paid for by the city. (Ord. 1693 § 1, 2016: Ord. 1169 § 2, 1995)
2.98.040 Lodging.
Hotel/motel accommodations are a reimbursable expense. When traveling, reimbursement will be for the lowest available single room rate; employee will pay difference if exceeded. A hotel/motel receipt is required for all lodging reimbursement. (Ord. 1169 § 3, 1995)
2.98.050 Miscellaneous.
(a) This category includes all reasonable and necessary incidental expenses and includes, but is not limited to, the following: educational material required for specific authorized schools. These supplies are and will remain the property of the city, except for certificates or awards given to the employee.
(b) Miscellaneous travel costs such as bus, taxi, bridge or other tolls, parking fees, and the like by listing the same on the city’s claims for expense form.
(c) Also allowed are: registration fees required in connection with attendance at conventions, conferences, schools and official meetings.
(d) Business telephone expenses are allowable. Phone calls to the employee’s office on a limited basis, when related to official city business, are also allowed. A listing of calls must be made on the official lodging receipt. (Ord. 1169 § 4, 1995)
2.98.060 Reimbursement authorization and claim forms.
(a) Authorization forms can be obtained from the city clerk-treasurer.
(b) Claims for expense forms can be obtained from the city clerk-treasurer’s office.
(c) Where appropriate, the authorization and claim forms shall be turned in to the finance director’s office along with proper documentation, within ten days after expense occurrence for travel and related costs.
(d) The claim form shall detail actual expenditures, verified by dated receipts and attached to the form.
(e) No employee shall be reimbursed for expenditures of another employee.
(f) No employee shall be reimbursed for expenses that are not verified unless authorized by the city administrator. (Ord. 1169 § 5, 1995)