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HomeMy WebLinkAboutOrdinance No. 03-1992ORDINANCE NO. 3 -92 AN ORDINANCE OF THE CITY OF CAPE CANAVERAL, FLORIDA, AMENDING AND RENAMING CHAPTER 301, FROM 'REIMBURSEMENTS" TO PER DIEM AND TRAVEL EXPENSES OF PUBLIC OFFICERS, EMPLOYEES AND AUTHORIZED PERSONS"; REPEALING ALL PORTIONS OF THE CODE IN CONFLICT HEREWITH; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED, by the City Council of the City of Cape Canaveral, Brevard County, Florida, as follows: SECTION 1. Chapter 301, REIMBURSEMENTS, of the Code of Ordinances of the City of Cape Canaveral, Florida is hereby repealed in its entirely and reenacted with the following revised Chapter 301, PER DIEM AND TRAVEL EXPENSES OF PUBLIC OFFICERS, EMPLOYEES AND AUTHORIZED PERSONS. CHAPTER 301 PER DIEM AND TRAVEL EXPENSES OF PUBLIC OFFICERS, EMPLOYEES AND AUTHORIZED PERSONS Sec. 301.01 Definitions. For purposes of this Chapter 301, the following terms shall have the meanings indicated: (a) Officer or Public Officer. An individual who in performance of his /her official duties is vested by law with sovereign powers of government who is elected by the people (Mayor and City Council). (b) Employee or Public Employee. The City Manager or an individual, whether commissioned or not, other than an Officer or Authorized Person as defined herein, who is filling a regular or full -time authorized position and is responsible to the City Manager. (c) Authorized Person. (1) A person, other than a Public Officer or Employee, as defined herein, whether elected or commissioned or not, who is authorized by the City Manager or City Council to incur travel expenses in the performance of his official duties; or ORDINANCE NO. 03 -92 Page 1 of 5 Pages (2) A person who is called upon the City to contribute time and services as consultant or adviser. (d) Traveler. A Public Officer, Public Employee, or Authorized Person, when performing authorized travel. (e) Travel Expense. The usual ordinary and incidental expenditures necessitated and actually incurred by a Traveler. (f) Common Carrier. Train, bus, commercial airline operating scheduled flights, or rental cars of an established rental car firm. Sec. 301.02 Authority to Incur Travel Expenses. (a) All travel of Public Employees must be authorized and approved by the Department Head and City Manager. Travel of the City Manager or a Public Officer must be approved by the City Council. (b) The City shall not authorize or approve such a request of a Public Employee unless it is accompanied by a signed statement by the Traveler's supervisor stating that such travel is on official business of the City and also stating the purpose of such travel. (c) Travel expenses of Travelers shall be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the City and must be within the limitations prescribed by this policy. Sec. 301.03 Computation of Travel Time for Reimbursement. For purposes of reimbursement and methods of calculating fractional days of travel, the following principles are prescribed: (a) Travel Categories. The following travel categories are prescribed: Class A. Continuous travel of 24 hours (or more) away from the City. Class B. Continuous travel of less than 24 hours with an overnight absence from the City. Class C. Travel for short or day trips when the Traveler is not away from the City overnight. ORDINANCE NO. 3 -92 Page 2 of 5 Pages (b) Travel Reimbursements. Reimbursements shall be made according to the following schedule: (1) Class A or B Travel. Reimbursement for overnight travel: (i) Fifty Dollars ($50.00) per day; or (ii) If expenses exceed $50.00, reimbursement includes actual lodging expenses at a single occupancy rate substantiated by bills therefor, plus $3.00 for breakfast, $6.00 for lunch and $12.00 for dinner. Where the cost of lodging is estimated to exceed $40.00 per night, the Travelers shall receive prior written approval for lodging expense. (2) Class C Travel. Meals reimbursement for travel which: (i) Begins before 6 a.m. and extends after 8 a.m., $3.00 for breakfast; or (ii) Begins before 12 Noon and extends after 2 p.m., $6.00 for lunch; or (iii) Begins before 6 p.m. and extends after 8 p.m., $12.00 for dinner. (3) No allowance shall be made for meals when travel is confined to the City or immediate vicinity; except assignments of official business outside the Traveler's regular place of employment if travel expenses are approved. (4) No reimbursement for alcoholic beverages. Sec. 301.04 Transportation. (a) All travel must be a usually traveled route. In case a person travels by an indirect route for his /her own convenience, any extra costs shall be borne by the Traveler; and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route. ORDINANCE NO. 3 -92 Page 3 of 5 Pages (b) The City Manager shall designate the most economical methods of travel for each trip. (c) The use of a privately -owned vehicle for official travel in lieu of publicly -owned vehicles or common carriers may be authorized by the City Manager. (d) When travel is by privately -owned vehicle, the Traveler shall be entitled to a mileage allowance at a fixed rate of 20 cents per mile. Sec. 301.05 Other Expenses. (a) The following incidental travel expenses of the Traveler may be reimbursed: (1) Taxi fares. (2) Bridge and road tolls. (3) Storage and /or parking fees. (4) Communication expenses. Sec. 301.06 Fraudulent Claims. Whoever shall receive an allowance or reimbursement by means of a false claim shall be liable for the amount of the overpayment and may be subject to termination or disciplinary action as provided by charter, personnel policy or enactments of the City Council. Sec. 301.07 Standard Procedures. (1) Travel Voucher. All claims for reimbursement must recorded on an approved form prescribed by the City Manager, and all receipts must be submitted in order to claim a reimbursement. (2) Travel Advances. All travel advances must be requested within five (5) working days prior to approved travel. The request must be approved by the department head and City Manager. The advance must be settled within two weeks after travel is completed. (3) Legislative Intent. It is the legislative intent that travel reimbursements are limited to expenses incurred while performing official business of the City, and must be within the limitations of Section 112.061, Florida Statutes. ORDINANCE NO. 3 -92 Page 4 of 5 Pages 1 1 SECTION 2. Conflict. All portions of the Code in conflict herewith are hereby repealed. SECTION 3. Savings Clause. If any provision, paragraph, word, section or article of this Ordinance is invalidated by any court of competent jurisdiction, the remaining provisions, paragraphs, words, sections and articles shall not be affected and shall continue in full force and effect. SECTION 4. Effective Date. This Ordinance shall take effect immediately upon its adoption. ADOPTED BY the City Council of the City of Cape Canaveral, Florida, this 5th day of 4 1,0 . G. o M1l e , .ty Clerk APPROVED A$ TO FORM: Johr/R. Kancilia, City Attorney Y May , 1992. Salamone, Mayor NAME YES NO KEDZIERSKI PORTER X RANDELS X SALAMONE X THURM First Reading 04/07/92 Posted: 04/22/92 Advert aged: 04/24/92 Second Reading: 05/05/92 ORDINANCE NO. 03 -92 Page 5 of 5 Pages