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HomeMy WebLinkAboutCode Master Project 1978: Chapter 301: ReimbursementsCode Put in Codification of 1981 ORDINANCE NO. 13-79 AN ORDINANCE AMENDING CHAPTER 301 OF THE CODE OF THE CITY OF CAPE CANAVERAL, FLORIDA, ENTITLED "REIMBURSEMENTS", BY INCREASING THE MILAGE ALLOWANCE FOR USE OF PERSONAL AUTOMIBILES BY CITY EMPLOYEES; BY REPEALING ALL PARTS OF THE CODE IN CONFLICT HEREWITH; BY PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA, AS FOLLOWS: SECTION 1. Section 301. 03(e) of Chapter 301, entitled "REIMBURSEMENTS", of the Code of the City of Cape Canaveral, Florida, is hereby deleted in its entirety, and the following new subsection substituted therfor: see Ord. No. 3-81 for revision [illegible] on demand at and "301. 03 (e) Personal automobile is permitted when use of a City vehicle is impossible or not practical. Reimbursement of actual mileage at 17 cents per mile will be made. Mileage must be indicated on expense report. " SECTION 2. All portions of the Code in conflict with this provision are hereby repealed. I SECTION 3. This Ordinance shall become effective *October 1 , 1979. ADOPTED by the City Council of the City of Cape Canaveral, Florida, this 4 day of September , 1979. [signature] Mayor Attest: [signature & seal] City Clerk Approved as to form: [signature] City Attorney *Amended on second reading. First Reading: 8-21-79 Posted: 8-22-79 Advertised: 8-27-79 Second Reading: 9-4-79 NAME YES NO BOYD YES CALVERT YES LEE YES MURPHY YES RUTHERFORD YES [illegible] Put in Codification in 1981 ORDINANCE NO. 3-81 AN ORDINANCE AMENDING CHAPTER 301 OF THE CODE OF THE CITY OF CAPE CANAVERAL, FLORIDA, ENTITLED "REIMBURSEMENTS" , BY INCREASING THE MILEAGE ALLOWANCE FOR USE OF PERSONAL AUTOMOBILES BY CITY EMPLOYEES; BY REPEALING ALL PARTS OF THE CODE IN CONFLICT HEREWITH; BY PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA, AS FOLLOWS : SECTION 1 . Section 301 . 03 (e) of Chapter 301, entitled "REIMBURSEMENTS" , of the Code of the City of Cape Canaveral , Florida, is hereby deleted in its entirety, and the following new subsection substituted therefor: Type this in '[illegible symbol]' "301. 03 (e) Personal automobile is permitted when use of a City vehicle is impossible or not practical. Reimbursement of actual mileage at 19 cents per mile will be made. Mileage must be indicated on expense report." SECTION 2 . All portions of the Code in conflict with this provision are hereby repealed. SECTION 3. This Ordinance shall become effective upon its adoption. ADOPTED by the City Council of the City of Cape Canaveral, Florida, this 3 day of March , 1981. [signature] Mayor Attest: [signature & seal] Acting City Clerk Approved as to form: [signature] City Attorney NAME YES NO BOYD YES CALVERT YES LEE YES MURPHY YES RUTEHRFORD YES First Reading: 2-17-81 Posted: 2-18-81 Advertised: 2-23-81 Second Reading: 3-3-81 9.15.64 ORDINANCE NO. 39-64 9/15/64 AN ORDINANCE OF THE CITY OF CAPE CANAVERAL RELATING TO EXPENSE REIMBURSEMENTS OF CITY OFFICERS, EMPLOYEES AND AGENTS, PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY TIE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA, THAT: SECTION 1. Officers, employees and authorized agents of the City of Cape Canaveral, Florida, travelling on City business within or without said City shall be allowed reimbursement for travelling in their privately owned auto- mobiles for their expenses from any City funds accrued to their office, the same allowance per mile as is allowed by law to State officers and employees; provided that no reim- bursement shall be paid under this Ordinance except on a detailed voucher certifying that the expenses were incurred on City business and approved by the City Manager. SECTION 2. This Ordinance shall take effect immediately upon its adoption. ADOPTED by the City Council of the City of Cape Canaveral, Florida, on this 15 day of September, 1964. [signature] Mayor Attest: [signature] City Clerk Approved as to form: [no signature] City Attorney First reading September 1st, 1964 Second reading September 15th, 1964 17 301. ORDINANCE NO. 25-74 9/3/74 AN ORDINANCE TO REIMBURSE CITY OFFICIALS AND EMPLOYEES FOR TRAVEL EXPENSES: PROVIDING AND EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA AS FOLLOWS: 301.1. THE CITY WILL REIMBURSE CITY OFFICIALS AND EMPLOYEES FOR THE ACTUAL AND REASONABLE EXPENSES INCURRED AT ITS DIRECTION, PROVIDED SUCH EXPENSES ARE APPROPRIATE IN RELATION TO THE PURPOSE OF THE TRIP. 301.02. REASONABLE EXPENSES ARE DEFINED AS THOSE EXPENDITURES WHICH ARE NECESSARY TO ACCOMPLISH THE PURPOSE OF THE TRAVEL AND CONSISTENT WITH PRUDENT CONTROLLABLE MONETARY MANAGEMENT ON THE PART OF THE **CITY OFFICIAL OR EMPLOYEE. 301.03 STANDARD POLICIES AND PROCEDURES (a) DOCUMENTARY EVIDENCE , SUCH AS RECEIPTS OR PAID BILLS, SUPPORTING EACH SINGLE EXPENDITURE OF $25.00 OR MORE , MUST BE FILED WITH THE EXPENSE REPORT. ** DOCUMENTARY EVIDENCE WITH RESPECT TO ROOM EXPENSE AND AIR FARE WILL BE REQUIRED REGARDLESS OF AMOUNT. (b) TIPS INCURRED FOR FOOD SERVICE SHOULD BE INCLUDED AS PART OF THE COST OF THE MEAL. (c) ENTERTAINMENT EXPENSES ARE NOT REIMBURSABLE. UNDER CERTAIN CONDITIONS AND WITH THE APPROVAL OF THE CITY MANAGER, THEY MAY BE REIMBURSED . AN EXPLANATION OF THE NATURE OF THE EXPENSE , AND THE REASON FOR REQUESTING REIMBURSEMENT SHOULD BE INCLUDED ON THE EXPENSE REPORT. (d) TRANSPORTATION: A CITY OWNED VEHICLE, SHOULD BE USED WHEN PRACTICAL. REIMBURSEMENT IS LIMITED TO ACTUAL COST. RECEIPTS MUST BE SUBMITTED WITH THE EXPENSE REPORT. (e) PERSONAL AUTOMOBILE IS PERMITTED WHEN USE OF A CITY VEHICLE IS IMPOSSIBLE OR NOT PRACTICAL . REIMBURSEMENT OF ACTUAL MILEAGE AT 14 CENTS PER MILE WILL BE MADE, MILEAGE MUST BE INDICATED ON EXPENSE REPORT. (f) AUTHORIZATION FOR TRAVEL ON CITY BUSINESS MUST BE OBTAINED , IN ADVANCE , FROM THE DEPARTMENT HEAD. TRAVEL OF DEPARTMENT HEADS MUST BE OBTAINED FROM THE CITY MANAGER. CITY MANAGER, CITY CLERK, COUNCIL MEMBERS , AND OTHER OFFICIALS, SHALL OBTAIN APPROVAL OF COUNCIL . (g) AN EXPLANATION AS TO THE REASON FOR TRAVEL MUST BE INDICATED ON THE EXPENSE REPORT . (h) TRAVEL ADVANCES MUST BE REQUESTED AT LEAST THREE DAYS IN ADVANCE WHENEVER POSSIBLE . THE REQUEST FOR ADVANCE MUST BE APPROVED BY THE APPROPRIATE DEPARTMENT HEAD , OR THE CITY MANAGER. THE ADVANCE MUST BE SETTLED WITHIN TWO WEEKS AFTER THE EMPLOYEE RETURNS . (i) TRAVEL VOUCHER (**FORM D101) IS TO BE USED TO REPORT ALL TRAVEL EXPENSES INCURRED , ALSO WHERE A ROOM CHARGE IS IN- CURRED . NO REIMBURSEMENT SHALL BE PAID UNTIL TRAVEL VOUCHER IS SUBMITTED AND APPROVED BY THE APPROPRIATE AUTHORITY. *AMENDED 1ST READING **AMENDED 2ND READING (j) ALL EXPENDITURES WILL BE ITEMIZED ON A DAILY BASIS AS INDICATED ON THE FORM. "AUTO MILEAGE" NEED NOT BE INDICATED IF A CITY VEHICLE WAS USED . "OTHER EXPENSES" SHOULD BE ADEQUATELY EXPLAINED. (k) LOCAL TRAVEL OR TRAVEL WHERE ROOM CHARGES ARE NOT INCURRED MAY BE HANDLED THROUGH PETTY CASH STATEMENTS . (l) REIMBURSEMENT FOR LOCAL MEALS MUST BE EXPLAINED ON THE REQUEST FOR. REIMBURSEMENT , AS TO THE PERSONNEL INVOLVED AND THE REASON FOR THE EXPENDITURE . (m) NO REIMBURSEMENT SHALL BE MADE UNTIL A REPORT OF THE ACTIVITIES FOR WHICH THE TRIP MADE HAS BEEN SUB- MITTED TO THE CITY MANAGER. SECTION 4 . ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH ARE HEREBY REPEALED. SECTION 5 . THIS ORDINANCE SHALL BECOME EFFECTIVE IMMED- IATELY UPON ITS ADOPTION. ADOPTED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL FLORIDA, THIS 3RD DAY OF SEPTEMBER , 1974. [signature] MAYOR ATTEST: [signature & seal] CITY CLERK APPROVED AS TO FORM: [signature] CITY ATTORNEY FIRST READING: AUGUST 6, 1974 POSTED: AUGUST 7, 1974 ADVERTISED: AUGUST 10, 1974 SECOND READING: SEPTEMBER 3, 1974 NAME YES NO ABS MACLAY YES RHAME YES GRAEFE YES SALVAGGIO YES THURM YES CITY OF CAPE CANAVERAL TRAVEL VOUCHER ITEMIZED STATEMENT OF TRAVELING EXPENSES 3 34 DATE 4 DEPARTED FROM PLACE 13 ARRIVED AT PLACE 10 AUTO MILEAGE 7 EXPENSES LODGING 7 MEALS 5 MISC. ITEMS 5 AMOUNT 6 TOTAL AMOUNT 6 30 39 42 20 48 This certifies that the travel shown above was required by the official duties of the traveler named, to my personal knowledge, or as indicated by records sub- mitted to me. APPROVED: TITLE: ACCOUNT NO. I certify that the above account is just and correct; that the amounts charged for subsistence were actually paid, and the expenses were occa- sioned by official business, and that I performed the journey with all practicable dispatch, by the shortest route usually travelled. Signature of Traveller Name: Type or Print Title: Address: Amend Ch 301 ORDINANCE NO. 25-74 AN ORDINANCE TO REIMBURSE CITY OFFICIALS AND EMPLOYEES FOR TRAVEL EXPENSES: PROVIDING AND EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL, FLORIDA AS FOLLOWS : 301.01. THE CITY WILL REIMBURSE CITY OFFICIALS AND EMPLOYEES FOR THE ACTUAL AND REASONABLE EXPENSES INCURRED AT ITS DIRECTION, PROVIDED SUCH EXPENSES ARE APPROPRIATE IN RELATION TO THE PURPOSE OF THE TRIP. 301.02. REASONABLE EXPENSES ARE DEFINED AS THOSE EXPENDITURES WHICH ARE NECESSARY TO ACCOMPLISH THE PURPOSE OF THE TRAVEL AND CONSISTENT WITH PRUDENT CONTROLLABLE MONETARY MANAGEMENT ON THE PART OF THE **CITY OFFICIAL OR EMPLOYEE. 301.03. STANDARD POLICIES AND PROCEDURES (a) DOCUMENTARY EVIDENCE, SUCH AS RECEIPTS OR PAID BILLS, SUPPORTING- EACH SINGLE EXPENDITURE OF $25.00 OR MORE, MUST BE FILED WITH THE EXPENSE REPORT.** DOCUMENTARY EVIDENCE WITH RESPECT TO ROOM EXPENSE AND AIR FARE WILL BE REQUIRED REGARDLESS OF AMOUNT. (b) TIPS INCURRED FOR FOOD SERVICE SHOULD BE INCLUDED AS PART OF THE COST OF THE MEAL. (c) ENTERTAINMENT EXPENSES ARE NOT REIMBURSABLE. UNDER CERTAIN CORDITIONS AND WITH THE APPROVAL OF THE CITY MANAGER, THEY MAY BE REIMBURSED. AN EXPLANATION OF THE NATURE OF THE EXPENSE , AND THERESON FOR REQUESTING REIMBURSEMENT SHOULD BE INCLUDED ON THE EXPENSE REPORT. (d) TRANSPORTATION: A CITY OWNED VEHICLE SHOULD BE USED WHEN PRACTICAL. REIMBURSEMENT IS LIMITED TO ACTUAL COST. RECEIPTS MUST BE SUBMITTED WITH THE EXPENSE REPORT. (e) PERSONAL AUTOMOBILE IS PERMITTED WHEN USE OF A CITY VEHICLE IS IMPOSSIBLE OR NOT PRACTICAL. REIMBURSEMENT OF ACTUAL MILEAGE AT 14 CENTS PER MILE WILL BE MADE, MILEAGE MUST BE INDICATED ON EXPENSE REPORT. (f) AUTHORIZATION FOR TRAVEL ON CITY BUSINESS MUST BE OBTAINED, IN ADVANCE, FROM THE DEPARTMENT HEAD. TRAVEL OF DEPARTMENT HEADS MUST BE OBTAINED FROM THE CITY MANAGER. N CITY MANAGER, CITY CLERK, COUNCIL MEMBERS, AND OTHER OFFICIALS, SHALL OBTAIN APPROVAL OF COUNCIL . (g) AN EXPLANATION AS TO THE REASON FOR TRAVEL MUST BE INDICATED ON THE EXPENSE REPORT . (h) TRAVEL ADVANCES MUST BE REQUESTED AT LEAST THREE DAYS IN ADVANCE WHENEVER POSSIBLE . THE REQUEST FOR ADVANCE MUST BE APPROVED BY THE APPROPRIATE DEPARTMENT HEAD, OR THE CITY MANAGER. THE ADVANCE MUST BE SETTLED WITHIN TWO WEEKS AFTER THE EMPLOYEE RETURNS. (i) TRAVEL VOUCHER (**FORM D101) IS TO BE USED TO REPORT ALL TRAVEL EXPENSES INCURRED , ALSO WHERE A ROOM CHARGE IS IN- CURRED . NO REIMBURSEMENT SHALL BE PAID UNTIL TRAVEL VOUCHER IS SUBMITTED AND APPROVED BY THE APPROPRIATE AUTHORITY. *AMENDED 1ST READING **AMENDED 2ND READING (j ) ALL EXPENDITURES WILL BE ITEMIZED ON A DAILY BASIS AS INDICATED ON THE FORM. "AUTO MILEAGE NEED NOT BE INDICATED IF A CITY VEHICLE WAS USED. "OTHER EXPENSES" SHOULD BE ADEQUATELY EXPLAINED. (k) LOCAL TRAVER TRAVEL WHERE ROOM CHARGES ARE NOT INCURRED MAY BE HANDLED THROUGH PETTY CASH STATEMENTS . (1) REIMBURSEMENT FOR LOCAL MEALS MUST BE EXPLAINED ON THE REQUEST FOR REIMBURSEMENT, AS TO THE PERSONNEL INVOLVED AND THE REASON FOR THE EXPENDITURE. (m) NO REIMBURSEMENT SHALL BE MADE UNTIL A REPORT OF THE ACTIVITIES FOR WHICH THE TRIP MADE HAS BEEN SUB- MITTED TO THE CITY MANAGER. SECTION 4 . ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH ARE HEREBY REPEALED. SECTION 5 . THIS ORDINANCE SHALL BECOME EFFECTIVE Thv1ED- IATELY UPON ITS ADOPTION ADOPTED BY THE CITY COUNCIL OF THE CITY OF CAPE CANAVERAL FLORIDA, THIS 3RD DAY OF SEPTEMBER , 1974. [signature] MAYOR ATTEST: [signature & seal] CITY CLERK APPROVED AS TO FORM: [signature] CITY ATTORNEY FIRST READING: AUGUST 6, 1974 POSTED: AUGUST 7, 1974 ADVERTISED: AUGUST 10, 1974 SECOND READING: SEPTEMBER 3, 1974 NAME YES NO ABS MACLAY YES RHAME YES GRAEFE YES SALVAGGIO YES THRUM YES CITY OF CAPE CANAVERAL TRAVEL VOUCHER ITEMIZED STATEMENT OF TRAVELING EXPENSES DATE DEPARTED FROM PLACE ARRIVED AT PLACE AUTO MILEAGE EXPENSES LODGING MEALS MISC. ITEMS AMOUNT TOTAL AMOUNT This certifies that the travel shown above was required by the official duties of the traveler named, to my personal knowledge, or as indicated by records sub- mitted to me. APPROVED: TITLE: ACCOUNT NO. I certify that the above account is just and correct; that the amounts charged for subsistance were actually paid, and the expenses were occa- sioned by official business, and that I performed the journey with all practicable dispatch, by the shortest route usually traveled. Signature of Traveler Name: Type or Print Title: Address: CHAP 301 9.15.64 Sec. 301.01 AUTOMOBILE EXPENSES REIMBURSED. Officers, employees and authorized agents of the City, of Cape Canaveral, Florida, travelling on City business within or without said City shall be allowed reimbursement for travelling in their privately owned auto- mobiles for their expenses from any City funds accrued to their office, the same allowance per mile as is allowed by law to State officers and employees; provided that no reim- bursement shall be paid under this SECTION except on a detailed voucher certifying that the expenses were incurred on City business and approved by the City Manager. [Ord. No. 37-64, §1, 15 Sept. 1964] 17