HomeMy WebLinkAboutResolution 2004 - 02 Council TravelRESOLUTION 2004-02
A resolution of the City Council of Rexburg, Idaho, updating a policy for travel
reimbursement for elected officials.
WHEREAS, the City Council desires that the Mayor and Council Members remain well
informed and well trained in their duties; and
WHEREAS, it is further recognized that the Citizens of the City of Rexburg receive both
tangible and intangible benefits through having representatives not only at formal
meetings, but also by providing the opportunity for those in municipal service to
participate in forums through which informal networking and information exchanges may
occur. The quality of life for the citizens is improved through an informed and educated
elected and administrative body, and the expense of such training, including the
associated travel, is an appropriate expense for the City to bear, and
WHEREAS, travel out of town is therefor often required in the course of their duties, as
well as in the course of obtaining needed training and information, and when
representing the City at meetings and professional associations, and
WHEREAS, the City Council desires that rules for authorization and reimbursement for
travel expenses be uniformly applied for all City of Rexburg elected officials,
NOW THEREFORE, be it resolved by the Mayor and the Council of the City of Rexburg,
effective with the passage of this revolution, do establish this Mayor and Council
Travel Policy as follows:
It is inherently understood in this policy, however, that an individual traveling on official
City business is expected to exercise the same care in incurring expenses that a prudent
person would exercise, if traveling on personal business and expending personal funds.
Excessive costs or luxury accommodations and services that are unnecessary,
unjustified or solely for the convenience or personal preference of the traveler in the
performance of official City business are not acceptable under this standard, and
travelers will be held responsible for unauthorized costs and additional expenses
incurred for such. Elected officials may use City Hall personnel to assist them in making
travel arrangements. Spouses and family may travel with City officials on City business,
but at their personal expense.
PROCEDURES & RULES:
A. Travel Authorization — The Council members are expected to attend, when
possible, the Association of Idaho Cities conferences, committee meetings and
other related functions, and the National League of Cities Annual Conference.
An approval of a majority of the City Council in quorum shall be required for all
travel reimbursements, recognizing that participation in the NLC Committees,
Caucuses, and Leadership bodies is encouraged where it can be reasonably
accomplished. The Mayor is expected to attend, when possible, all functions of
the Association of Idaho Cities and National League of Cities, as well as any
other functions that are necessary to further the interests of the City or perform
the duties as Mayor.
B. Advance payment - Travel advances should normally be issued to officials in
advance of departure.
C. Meals Reimbursement shall be based upon the per diem rates as set forth by
the IRS. Meals for partial day travel shall be reimbursed according to the
following schedule. -
Breakfast - Depart prior to 8:00 am - 30% of the daily per diem rate.
Lunch - Depart prior to 12:00 noon and return after 2:00 pm - 27%
of per diem.
Dinner - Return after 5:00 p.m. - 43% of the daily per diem rate.
Receipts are not required to claim reimbursement for meals when the per diem
method is used. The cost of meals exceeding the allowance will not be
reimbursed, unless the meals served to individuals is a part of the program
presented as a part of the function being attended, which will be paid at actual
cost. In that case, documentation substantiating the cost must be provided.
No alcoholic beverages may be included in the request for reimbursement or
charged to the City's account.
D. Motel Room Cost Reimbursement shall be for the regular room rate for a
single individual, plus applicable taxes. Motel room charges for additional
people shall not be reimbursed by the City. Phone charges at the motel shall
only be paid by the City if they are business related.
E. Mileage or Transportation Reimbursement shall be based upon the rate set
forth by the IRS. Due to similar total costs it is the choice of the city official
whether to travel by air or by car within the State of Idaho and to Salt Lake City.
a. Travel Stipend: The purpose of the travel stipend that the Mayor and
Council each receive as a part of their paycheck is to offset any
transportation costs within Madison County.
b. Reasonable parking fees, tolls, taxi charges, car rentals, and expenses of
a similar nature when appropriate to the travel, are reimbursable to the city
official upon submission of appropriate documentation of the same.
F. Air Fare: Air fare shall be reimbursed in full, but is limited to the least
expensive fare possible. Any frequent flyer miles earned will be the property of
the city official. When traveling by common carrier to conduct official business,
city officials traveling to their destination earlier than necessary and/or delaying
their return to avail the City of reduced transportation rates may be reimbursed
per diem for additional travel days, if. the amount saved is greater than the
amount expended in additional per diem. Reimbursement for travel outside the
State of Idaho except to Salt Lake City, will be limited to the lesser of total
costs using 14 day advance purchase air fare versus mileage by car, except
when the use of a vehicle is required for city business purposes, such as when
the vehicle is needed to haul equipment or other items that would not be able
to go on the plane, and except in the case of an emergency. Due to similar
total costs it is the choice of the city official whether to travel by air or by car
within the State of Idaho and to Salt Lake City.
G. Entertainment: No entertainment expenses will be reimbursed, unless the
entertainment is included in the cost of a meal that is part of the program
presented as a part of the function being attended, which will be paid at actual
cost. In that case, documentation substantiating the cost must be provided.
H. Business Transaction Meals: Meals may be purchased by the Mayor where
City business is transacted and where other individuals who may or may not be
employed by the city are invited to eat at the City's expense. The Mayor may
use his City credit card to pay for such meals and applicable normal tips.
APPROVED AND ADOPTED By the Mayor and City Council of the City of Rexburg, Idaho, this 03`d
day of March, 2004.
ATTEST:
Blair D. Kay, CITY CLERK
APPROVED:
Shawn Larsen, MAYOk-