HomeMy WebLinkAbout87-145 - ADMIN Resolution - City Council - 1987/09/21RESOLUTION NO. 87-145
RESOLUTION ESTABLISHING POLICY OF TRAVEL EXPENSES AND
REIMBURSEMENT AND RESCINDING RESOLUTION 5060
WHEREAS, City Council members and employees may be authorized to attend meetings,
institutes and training sessions in accordance with provisions of
the work programs and budget of the City; and
WHEREAS, attendance at professional municipal meetings has been beneficial
to progressive local government; and
WHEREAS, a generalized policy for reimbursement of expenses for such authorized
activity is deemed necessary.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of St. Louis
Park that regulations relative to such expenses are herewithin promulgated:
1. The City will pay registration fees and travel expense in advance whenever
possible;
2. Travel shall be by airline using air coach accommodations. Other modes
of travel must receive prior approval and may not exceed common airfare.
First class travel may only be permitted when air coach accommodations
are not available; however, this provision shall not preclude officials
from paying the difference in travel rates when first class is desired.
3. Lodging will be reimbursed for reasonable hotel/motel accommodations consistent
with availability. Authorization may be given to invoice the City for
such, -expenses to -,avoid out=.of"-pocket expense for reimbursement. Reimbursement
for -lodging shall be limited to the minimum number of days to conduct
City business at the single rate only;
4. Car rental will be an eligible expense when used solely for City business.
Personal vehicle for out-of-town usage must receive prior approval with
reimbursement at the current mileage rate;
5. Telephone and telegram expenses will be permitted when necessary for City
purposes and fully accounted for in the expense account report;
6. Meals will be reimburseable at actual cost. The cost of all meals (including
tax and tips) shall be itemized on prescribed_xnense report _ foiias.---The
amount for meals shall be reimburseable only for officials and guests,
not including family or spouse;
7. Entertainment expenses must be reported with indication of purpose as
well as names and affiliations;
8. Miscellaneous expenses such as tips for meals, local transportation, parking
fees, baggage, etc: will be eligible if properly accounted for on an expense
report.`
9. Special approval of any special or unusual expenses not covered in the
general guidelines must be obtained from the City •Manager, orinsuch cases
as the City Manager may determine,by the City Council.
10. Before reimbursements will be approved, an expense account report shall
be filed with the company receipts and other items of expense verification.
Such reports shall be filed within 30 days.
11. Family/spouse expenses of any kind are not eligible for reimbursement.
12. Hileage reimbursement will be paid to employees who use personal automobiles
for City business and represent payment for ordinary and necessary
transportation expenses. The mileage reimbursement rate shall be in
accordance with the accepted Internal Revenue Service approved regulations.
13. The City Manager is hereby authorized to establish additional guidelines
or promulgate detailed regulations, when necessary, to clarify or govern
special expenditures of employees under this policy.
Be it further resolved that all provisions of Resolution 5060 adopted May
28, 1974 are incorporated herein and reaffirmed; and Resolution 5060 is hereby
rescinded.
Adopted by the City Council September 21, 1987
Mayor
Attest:
,City Clerk
Reviewed for Administration: Approved as to form and execution:
City Manager City Attorney
RESOLUTION NO. 87-145
RESOLUTION ESTABLISHING POLICY OF TRAVEL EXPENSES AND
REIMBURSEMENT AND RESCINDING RESOLUTION 5060
WHEREAS, City Council members and employees may be authorized to attend meetings,
institutes and training sessions in accordance with provisions of
the work programs and budget of the City; and
WHEREAS, attendance at professional municipal meetings has been beneficial
to progressive local government; and
WHEREAS, a generalized policy for reimbursement of expenses for such authorized
activity is deemed necessary.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of St. Louis
Park that regulations relative to such expenses are herewithin promulgated:
1. The City will pay registration fees and travel expense in advance whenever
possible;
2. Travel shall be by airline using air coach accommodations. Other modes
of travel must receive prior approval and may not exceed common airfare.
First class travel may only be permitted when air coach accommodations
are not available; however, this provision shall not preclude officials
from paying the difference in travel rates when first class is desired.
3. Lodging will be reimbursed for reasonable hotel/motel accommodations consistent
with availability. Authorization may be given to invoice the City for
such expenses to avoid out-of-pocket expense for reimbursement. Reimbursement
for lodging shall be limited to the minimum number of days to conduct
City business at the single rate only;
4. Car rental will be an eligible expense when used solely for City business.
Personal vehicle for out-of-town usage must receive prior approval with
reimbursement at the current mileage rate;
5. Telephone and telegram expenses will be permitted when necessary for City
purposes and fully accounted for in the expense account report;
6. Meals will be reimburseable at actual cost. The cost of all meals (including
tax and tips) shall be itemized on prescribed expense report forms. The
amount for meals shall be reimburseable only for officials and guests,
not including family or spouse;
7. Entertainment expenses must be reported with indication of purpose as
well as names and affiliations;
8. Miscellaneous expenses such as tips for meals, local transportation, parking
fees, baggage, etc. will be eligible if properly accounted for on an expense
report.
9. Special approval of any special or unusual expenses not covered in the
general guidelines must be obtained from the City Manager,
as the City Manager may determine,by the City Council.
or in such cases
10. Before reimbursements will be approved, an expense account report shall
be filed with the company receipts and other items of expense verification.
Such reports shall be filed within 30 days.
11. Family/spouse expenses of any kind are not eligible for reimbursement.
12. 'rlhleage reimbursement will be paid to employees who use personal automobiles
for City business and represent payment for ordinary and necessary
transportation expenses. The mileage reimbursement rate shall be in
accordance with the accepted Internal Revenue Service approved regulations.
13. The City Manager is hereby authorized to establish additional guidelines
or promulgate detailed regulations, when necessary, to clarify or govern
special expenditures of employees under this policy.
Be it further resolved that all provisions of Resolution 5060 adopted May
28, 1974 are incorporated herein and reaffirmed; and Resolution 5060 is hereby
rescinded.
Adopted by the City Council September 21, 1987
Attes
,City
Q
Reviewed for Administration:
, Airy?,
Approved as to form and execution:
At
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