HomeMy WebLinkAboutOrdinance No. 25-1974MICROFILMED 34413°
ORDINANCEO. 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:
SECTION 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.
SECTION 2. REASONABLE EXPENSES ARE DEFINED AS THOSE
EXPENDITURES WHICH ARE NECESSARY TO ACCOMPLISH THE PURPOSE OF
THE TRAVEL AND CONSISTENT WITH PRUDENT CONTROLLABLE MONETARY
"CITY OFFICIAL OR
MANAGEMENT ON THE PART OF THEAEMPLOYEE.
SECTION 3.x 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. x5
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 PAT 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.
x 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.
.! N
IY /\
(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.
x AMENDED 1ST READING
xxAMENDED 2ND READING
M ICRUFjLMEb 3.14-80
(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.
(1) REIMBURSEMENT FOR LOCAL MEALS MUST BE EXPLAINED
ON THE REQUEST FOR REIMBURSEMENT, AS TO THt 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 ORDIENANCES 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.
ATTEST
APPROVED AS TO FORM:
TY ATTORNEY
FIRST READING: -
POSTED:
ADVERTISED:
SECOND READING:
HAMS
YES
NO
ASS
MACLAY
RHAME
t.,
GRAEFE
SALVAGGTO
THURM
1
AUGUST 6, 1974
AUGUST 7, 1974
AUGUST 10, 197'
SEPTEMBER 3, 197
•
1
CITY OF CAPE CANAVERAL
TRAVEL VOUCHER
ITEMIZED STATEMENT OF TRAVELING EXPENSES
DEPARTED FROM ARRIVED AT AUTO
DATE PLACE PLACE 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 subsistence
were actually paid, and the expenses were occa-
sianed by official business, and that I performed
the journey with all practicable dispatch, by the
shortest route ,usually traveled,
Name:
Title:
Signature of Traveler
Type. , o