Chapter 2.49
TRAVEL AND EXPENSE REIMBURSEMENT POLICY1
Sections:
2.49.010 Reimbursement of authorized expenses.
2.49.030 Reimbursement policy.
2.49.040 Reimbursements for incidental expenses.
2.49.090 Failure to attend training.
2.49.010 Reimbursement of authorized expenses.
A. It is the general policy of the city to pay reasonable expenses of employees while on official city business. The supervisor of the individual department or the mayor, as appropriate, must authorize all official travel. The mayor (upon recommendation of the personnel committee) authorizes trips beyond the state of Washington. Officials and employees of the city are entitled to reimbursement of certain expenditures incurred while on official business for the city.
B. “Official business” means performance of officially assigned duties, travel for approved public purposes, attendance at approved meetings or training and education seminars, attendance at approved conferences, and other approved sessions involving municipal affairs or other activities concerning the business of the city. (Ord. 1115 § 1, 2011; Ord. 893 § 1, 2000)
2.49.020 Travel requests.
A. Any city employee or city official wishing to travel for official business must submit a travel/training request form (Attachment A to the ordinance codified in this chapter, on file in the office of the clerk-treasurer) to his or her supervisor or the mayor, as appropriate. Normal scheduled or local meetings/training (for example, a monthly fire chiefs’ meeting, Chamber of Commerce/Kiwanis meetings, etc.) do not require this form.
B. After approval, the employee or official shall then receive the following items as necessary from the clerk-treasurer’s office:
1. Credit card for hotel/motel lodging, fuel, or airline travel, as applicable and subject to the credit card policy;
2. Car keys for the city car;
3. Request for per diem form, if applicable;
4. Reimbursement form, if applicable;
5. Statement of nonreceipted expenses, if applicable. (Ord. 1229 § 1, 2024; Ord. 1115 § 2, 2011; Ord. 893 § 2, 2000)
2.49.030 Reimbursement policy.
All claims for reimbursement shall be submitted on the reimbursement form (Attachment B to the ordinance codified in this chapter, on file in the office of the clerk-treasurer). All claims for reimbursement must be submitted within 30 days of incurring the expense, or the claim will be denied. Claims requiring special or written approval of the mayor must include such documentation.
All approved reimbursable expense claims shall be paid and charged to the fund and department responsible for the expenses of the claimant. Minor expense items, if approved, may be paid out of the petty cash fund provided a proper receipt or documentation is given to the clerk-treasurer’s office. To qualify for reimbursement, expenses must be directly related to the conduct of business or service for the city and be actual, reasonable, and necessary under the circumstances.
A. Direct billing to the city by a restaurant is prohibited.
B. Private vehicle use can be authorized by the supervisor or mayor. If the private vehicle is for personal choice of the employee rather than using an available city vehicle, reimbursement will be at 50 percent of the current Internal Revenue Service (IRS) reimbursement rate for only the miles related to work activities. This can be actual miles or from a recognized mapping service. If the need for private vehicle use is because no city vehicle was available, reimbursement will be at 100 percent of the IRS rate. Use of city vehicles is encouraged.
C. Hotels/motels shall be paid for by the city credit card only. Official itemized receipts shall be obtained and submitted.
D. Advance arrangements and authorization by the mayor for air travel shall be made prior to the making of any air travel arrangements. Air travel may be used only when it is cost-effective in comparison to vehicle travel costs and compensatory or overtime costs. Pricing quotes should be obtained by the employee or official and submitted to the clerk-treasurer before booking to ensure a low cost and shall be paid for by the city credit card only. Official itemized receipts shall be obtained and submitted.
E. It is the employee’s sole responsibility to obtain receipts for all expenses. (Ord. 1229 § 1, 2024; Ord. 1115 § 3, 2011; Ord. 893 § 3, 2000)
2.49.040 Reimbursements for incidental expenses.
A. Reimbursable incidental expenses include:
1. Baggage checking;
2. Garage and parking fees;
3. Paid ride services, if necessary;
4. Bridge, tunnel, ferry and highway tolls.
A signed and sworn statement of non-receipted expenses (Attachment D to the ordinance codified in this chapter, on file in the office of the clerk-treasurer) should accompany fees that are unable to be substantiated by receipts, such as toll fares, cab fares, etc. Such fees may be verified by the clerk-treasurer’s office.
B. Nonreimbursable Incidental Expenses. See Attachment E to the ordinance codified in this chapter, on file in the office of the clerk-treasurer. (Ord. 1229 § 1, 2024; Ord. 1115 § 4, 2011; Ord. 893 § 4, 2000)
2.49.050 Per diem for meals.
A. Authorized out-of-town travel rates will be based on the U.S. General Services Administration Schedules.
B. The stated schedules shall be used for meal costs/meal incidentals when an employee or official represents the city for less than a full day. The stated schedule shall also be used when an employee or official attends official business and one or more meals are included with the cost of the official business. For example, if a three-day workshop includes lunch each day, the employee will only receive a per diem for breakfast and dinner.
C. To qualify for breakfast per diem traveling to training, the employee must be in travel status for at least three hours before the employee’s official start time of work. For example, if you are traveling to a workshop in Spokane and leave your place of work at 5:00 a.m., and your official start time of work is 8:00 a.m., you would be eligible for breakfast per diem.
D. To qualify for dinner per diem traveling back home from training, the employee must be in travel status at least three hours after the employee’s official end time of work. For example, if you leave a workshop in Seattle at 5:00 p.m., which is your official end time of work, you would be eligible for dinner per diem as you are the required three hours’ travel time away from the work location.
E. Weekend and holiday travel and training shall be treated as normal working days, with the same work start and end times.
F. A per diem request form (Attachment C to the ordinance codified in this chapter, on file in the office of the clerk-treasurer) must be filled out with a copy of the agenda and other pertinent information regarding the official business. This form must be signed by the supervisor or mayor, and be turned in to the deputy clerk-treasurer for payment. (Ord. 1115 § 5, 2011; Ord. 893 § 5, 2000)
2.49.060 City vehicles.
A. Only Okanogan city employees and officials shall be allowed to drive city-owned vehicles.
B. Agents, elected/appointed officials of other agencies and designated representatives of the city shall be allowed in city-owned vehicles for the purpose of conducting official business as a passenger only.
C. City employees may transport nonemployees as a passenger in city-owned vehicles, provided said transport is a function of the employees’ official business.
D. The mayor may approve the accompaniment of guests with the Okanogan city employee or official in city-owned vehicles. (Attachment A to the ordinance codified in this chapter, on file in the office of the clerk-treasurer.)
E. Any employee driving their own personal vehicle while on city business will recognize that the vehicle owner’s insurance is primary, with the city’s insurance secondary.
F. Use of personal vehicles for travel/training is allowed if approved by the supervisor on the travel/training request form. Personal vehicle use and/or mileage reimbursement may be denied if the employee or official wishes to take their personal vehicle to conduct personal business while out of town.
G. Unless otherwise authorized, employees and officials shall take the city car when it is available. To schedule use of the city car, employees and officials must notify the clerk-treasurer’s office and may sign out a key through that office. A gas card shall also be signed out at the same time. (Ord. 1115 § 6, 2011; Ord. 893 § 7, 2000. Formerly 2.49.070)
2.49.080 City credit cards.
See Chapter 2.48 OMC. (Ord. 1115 § 7, 2011; Ord. 893 § 8, 2000)
2.49.090 Failure to attend training.
If registration and/or other costs are paid by the city for any workshop or training, and that employee cancels for any nonemergency reason except that approved by the mayor, such registration and/or other costs, if nonrefundable, shall be reimbursable to the city by that employee. This includes reimbursement of the per diem amounts if the employee or city official does not attend the full length of the workshop or training. Such reimbursement may be made through a payroll deduction, if necessary, and if consented to by the employee in writing. If an employee fails to reimburse the city as required herein, they may be subject to disciplinary action, including termination. (Ord. 1229 § 1, 2024; Ord. 893 § 9, 2000)
Prior legislation: Ords. 814 and 830.