Chapter 3.36
TRAVEL AND REIMBURSEMENT POLICIES
Sections:
3.36.020 Repealed.
3.36.030 Repealed.
3.36.031 Documented travel request memo – Form required.
3.36.032 Administration of budgeted expenditures for travel.
3.36.033 Council travel on department’s behalf.
3.36.040 Repealed.
3.36.041 Policy on authorized travel expenses.
3.36.042 Documented expense voucher – Receipts required.
3.36.043 Authorized and unauthorized expenses – Meals.
3.36.044 Authorized and unauthorized expenses – Travel.
3.36.045 Authorized and unauthorized expenses – Accommodations and lodging.
3.36.046 Authorized and unauthorized expenses – Incidental expenses.
3.36.047 Procedure for submittal of travel expense vouchers.
3.36.050 Prior lien on funds payable.
3.36.060 Misappropriation for other than official business.
3.36.010 Established.
Pursuant to the provisions of RCW 42.24.120 through 42.24.160 and in order to provide reasonable allowances for expenses to be incurred by elected or appointed officials and employees of the city for necessary official travel, there is hereby established travel and reimbursement policies governing such expenses. (Ord. 1210 § 2, 2004: Ord. 831 § 1, 1990).
3.36.020 Custodian.
Repealed by Ord. 1210. (Ord. 1203 § 1 (part), 2003; Ord. 1022 § 1, 1997: Ord. 885, 1992; Ord. 831 § 2, 1990).
3.36.025 Definitions.
“Official business” and “official travel” mean performance of officially assigned duties, travel for approved public purposes, attendance at approved meetings or training or education seminars, attendance at approved conferences, and other approved sessions involving municipal affairs or other activities concerning the business of the city. (Ord. 1042 § 1, 1998: Ord. 1003 § 1, 1996).
3.36.030 Request for funds – Information required.
Repealed by Ord. 1210. (Ord. 831 § 3, 1990).
3.36.031 Documented travel request memo – Form required.
Prior to traveling, a travel request memo shall be completed by all employees and officials. Department managers shall approve departmental requests. The city administrator shall approve department managers’ requests. The mayor shall approve the city administrator’s requests. The mayor pro tem shall approve the city council’s requests; provided, however, that routine travel events such as the Association of Washington Cities Conference and the City of North Bend Annual Retreat shall not require prior travel request memos. For council members, only out of state travel and out of the ordinary overnight events shall require advance travel request memos. (Ord. 1114 § 1 (part), 2001).
3.36.032 Administration of budgeted expenditures for travel.
Budgeted moneys for employees’ travel shall be administered by the department managers. The mayor pro tem shall administer budgeted moneys for council members’ travel.
Department managers shall approximate yearly employee travel expenditures to be approved by the city council during the budget process. (Ord. 1210 § 4, 2004: Ord. 1114 § 1 (part), 2001).
3.36.033 Council travel on department’s behalf.
If a department has available funds, it may request that a council member travel on its behalf if no one from the department is available to represent the department. (Ord. 1114 § 1 (part), 2001).
3.36.040 Voucher required – Interest on unpaid amounts.
Repealed by Ord. 1210. (Ord. 831 § 4, 1990).
3.36.041 Policy on authorized travel expenses.
To qualify as an authorized travel expense, the expense must be directly related to the conduct of official business, official travel, or service to the city and be actual, reasonable, and necessary under the circumstances. An unnecessary or excessively costly expenditure will not qualify as an authorized travel expense and the employee or official will be required to reimburse the city for the unauthorized expense. Exceptions to the policies and regulations set forth herein may be made only for unusual or extenuating circumstances upon the written directive of the mayor regarding employees’ expenses, and upon the written direction of the city council regarding officials’ expenses. (Ord. 1042 § 2, 1998: Ord. 1003 § 2, 1996).
3.36.042 Documented expense voucher – Receipts required.
All expenditures claimed on a reimbursement voucher should be accompanied by bona fide receipts. Receipts should show the date, a description of the purchase, vendor identification, names of persons the expense was for and amount paid. Credit card receipts are required if credit cards are used. Meal ticket stubs or invoices will be accepted as long as the name of the restaurant and date of issue are included. Other rules for documenting specific types of expenses are identified in this chapter. (Ord. 1210 § 6, 2004: Ord. 1042 § 3, 1998: Ord. 1003 § 3, 1996).
3.36.043 Authorized and unauthorized expenses – Meals.
A. The actual and necessary cost of meals incurred while conducting official business is an authorized expense. Payment for table service at a restaurant, commonly referred to as a tip, is an authorized expense but may not exceed 15 percent of the restaurant price of the meal. Actual meal costs must be documented by a receipt subject to the schedule below. When a receipt is unavailable, amounts on the following schedule may be claimed subject to the policies of the chapter. The listed amounts are the amounts authorized (tip included) for meal expenses submitted with and without a receipt:
|
With Receipts |
|
|---|---|
|
Breakfast |
$10.00 |
|
Lunch |
$15.00 |
|
Dinner |
$25.00 |
|
Daily Maximum |
$as scheduled |
|
Without Receipts |
|
|---|---|
|
Breakfast |
$6.60 |
|
Lunch |
$9.90 |
|
Dinner |
$16.50 |
|
Daily Maximum |
$as scheduled |
The city administrator and/or finance director are authorized to approve exceptions to the authorized meal allowance schedule when it is determined that either the region of the country is recognized as a higher cost area, or that the event’s location requires greater cost; and when the event is sponsored by the city of North Bend and a group meal in lieu of catering is incorporated into the agenda. In evaluating exceptions, reasonable cost shall be the guiding factor.
B. Meal costs must be actually incurred by the claimant to qualify as an authorized expense. Direct billing to the city by a restaurant is prohibited. If meal costs for persons other than the claimant are included, those persons must be entitled to the authorized meal expense in their own right, and such persons shall be listed by name and title in the travel expense voucher documentation.
C. Unauthorized and unpermitted meal costs include, but are not limited to, liquor and expenses of a spouse or other person not authorized to receive reimbursement under this chapter. (Ord. 1505 § 2 (part), 2013; Ord. 1426 § 4 (part), 2011; Ord. 1143 § 1, 2002: Ord. 1042 § 4, 1998: Ord. 1003 § 4, 1996).
3.36.044 Authorized and unauthorized expenses – Travel.
A. The actual and necessary costs of travel for official business are authorized expenses pursuant to the following guidelines:
1. City Vehicles. Necessary out-of-area costs for operation of city vehicles, such as gas, oil, tires, and repairs, are authorized expenses.
2. Private Vehicles. Authorized use of private vehicles are authorized at the prevailing Internal Revenue Service reimbursement rate for actual miles travelled. Mileage from home to normal work location and return shall not qualify as an authorized travel expense.
3. Rental Vehicles. Vehicle rentals must be approved in writing in advance by the mayor or his/her designee as to employees, and by the mayor pro-tem as to council members.
4. Air Travel. Advance arrangements and authorization for air travel should be made using a travel request memo. Employees’ air travel should be pre-approved by the city administrator and the mayor pro tem should pre-approve council members’ air travel. In no event shall authorized expenses for air travel exceed an amount equal to round trip coach fare by common carrier. Pricing quotes should be obtained by the city before booking to ensure low cost.
5. Other Travel Expenses. Other travel expenses such as bus and taxi fare, bridge or other tolls, parking, ferry, porter, bellman, and similar expenses (not including maid service) are authorized expenses if itemized on the travel expense voucher. “Reasonable” amounts for porter service, bellman, and similar services are considered to be the necessary payment for such service. Receipts shall be submitted where possible. If any individual item exceeds $10.00, a receipt is required for the expense to be authorized. (Ord. 1114 § 2, 2001; Ord. 1042 § 5, 1998: Ord. 1003 § 5, 1996).
3.36.045 Authorized and unauthorized expenses – Accommodations and lodging.
Actual and necessary hotel/motel accommodations will qualify as authorized expenses, limited to the maximum single room rate of the specific hotel or motel. A vendor’s receipt is required for all accommodations. In the event the receipt includes unauthorized expenses, the claimant shall be responsible for the expense. When booking accommodations, every effort should be made to book a “government rate” or any other favorable rate made available by the vendor for official business. (Ord. 1042 § 6, 1998: Ord. 1003 § 6, 1996).
3.36.046 Authorized and unauthorized expenses – Incidental expenses.
A. Authorized incidental expenses include:
1. Baggage checking;
2. Laundry expenses if away from home on official business four or more working days; and
3. Telephone, fax, and postage expenses. One telephone call home if away from home for more than 24 hours shall be considered an authorized expense if the call is for a reasonable amount of time (no longer than 15 minutes).
B. Unauthorized expenses include:
1. Personal entertainment;
2. Theft, loss or damage to personal property;
3. Expense of a spouse, family or other person not authorized to receive advance travel payment under this chapter;
4. Barber or beauty parlor;
5. Airline or other insurance;
6. Personal postage, reading material, and telephone calls not related to official business;
7. Toiletries; and
8. Medications. (Ord. 1042 § 7, 1998: Ord. 1003 § 7, 1996).
3.36.047 Procedure for submittal of travel expense vouchers.
A. All expense vouchers shall be submitted on approved forms supplied by the city administrator or his or her designee. The amount of the advance and the actual costs incurred must be reconciled within 15 calendar days of the return of the employee or official. Unauthorized expenses must be reimbursed by the employee or the official to the city within 30 calendar days of the return of the employee or official. Claims by the employee or official for reimbursement of authorized expenses in excess of the travel advance must be submitted to the city within 30 calendar days of return of the employee or official or the claim will be denied.
B. Approval of expenses requiring special or written approval pursuant to NBMC 3.36.041 shall contain documentation supporting the unusual or extenuating circumstance.
C. All travel expense vouchers for employees and officials other than council members must be authorized by the claimant’s department head and by the city administrator.
D. All travel expense vouchers for council members must be authorized by the council audit committee, which committee is comprised of the council members who sign warrants for the quarter.
E. Any unexpended portion of advanced travel funds shall be paid to the advance travel revolving fund. Any unauthorized expenditures using advanced travel funds shall be reimbursed by the employee or official and shall be paid to the advance travel revolving fund. In the event such unauthorized expenditures are not paid back, the finance director, as auditing officer, may direct payroll to deduct such amounts from the individual’s payroll warrant. Any claim by the employee or official for reimbursement of authorized expenses that exceed the travel funds advanced shall be submitted on an employee reimbursement form and submitted to accounts payable, and such claims shall be paid out of the general fund. (Ord. 1505 § 2 (part), 2013; Ord. 1426 § 4 (part), 2011; Ord. 1203 § 1 (part), 2003; Ord. 1042 § 8, 1998: Ord. 1003 § 8, 1996).
3.36.050 Prior lien on funds payable.
To protect the city from any losses on account of advances made as provided herein, the city shall have a prior lien against and a right to withhold any and all funds payable or to become payable by the city to an officer or employee to whom such an advance has been given up to the amount of such advance and interest at the rate of 10 percent per annum, until such time repayment or justification has been made. No advance of any kind shall be made to any officer or employee at any time when he is delinquent in accounting for or repaying a prior advance. (Ord. 831 § 5, 1990).
3.36.060 Misappropriation for other than official business.
Any advance made under the authority of the ordinance codified in this chapter shall be considered as having been made to the officer or employee and any expenditure thereof, if other than for official business purposes, shall be considered a misappropriation of public funds. (Ord. 831 § 6, 1990).