03-049ORDINANCE O3- ~)4q
AN ORDINANCE OF THE CITY OF BOYNTON BEACH,
FLORIDA, AMEND1NG CHAPTER III COMPENSATION.
OF THE PERSONNEL POLICY MANUAL BY CREATING
A NEW SUBSECTION 09. ENTITLED "TRAVEL
REIMBURSEMENT"; PROVIDING FOR CONFLICTS,
SEVERABILITY, CODIFICATION AND AN EFFECTIVE
DATE.
WHEREAS, the Florida Legislature has enacted Chapter 2003-125, Laws of Florida to
that municipalities have Home Rule authority to enact per diem and travel allowances;
WHEREAS, the City administration has recommended transfer of the City's
ttions and procedures regarding travel and expense reimbursement for City employees
the Code of Ordinances of the City of Boynton Beach to the Personnel Policy Manual; and
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF
CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. That the Personnel Policy Manual (PPM) Chapter I/I is hereby amended
creating a new subsection in Chapter 1II. Compensation entitled "09. Travel
providing for per diem and travel expense policies and schedules, as follows:
III. Compensation
A
(1)
(2)
Travel Reimbursement - Per Diem and travel expense schedule.
Definitions. The following words shall have the meaning indicated:
Officer or public officer: A member of the City Commission.
Employee: A n i ndividual o n t he city p ayroll whether c ommissioned o r n ot, o ther
than an officer, who is filling a regular or full time authorized position and is
responsible to the city.
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(3)
a.
bo
Co
Authorized person:
A person other than a public officer or employee as defined herein,
whether elected or commissioned or not, who is authorized by the city to
incur travel expenses in the performance of his official duties.
A person who is called upon by the city to contribute time and services as
consultant or advisor.
A person who is a candidate for an executive or professional position with
the city.
(4) Traveler: A public officer, public employee, or authorized person, when
g authorized travel.
(5) Travel expense, traveling expenses, necessary expenses while traveling, actual
.enses while traveling, convention or conference registration, or words of similar nature:
usual ordinary_ and incidental expenditures necessarily incurred by a traveler.
(6) Common carder: Train, bus, commercial airline operating scheduled flights, or
cars of an established rental car firm.
(7) Travel day: A period of twenty-four (24) hours consisting of four (4) quarters of
hours each.
(8) Travel period: A period of time between the time of departure and time of
(9) Class A travel: Continuous travel of twenty-four (24) hours or more away from
?ficial headquarters.
(10) Class B travel: Continuous travel of less than twenty-four (24) hours which
dves overnight absence from official headquarters.
(11) Class C travel: Travel for short or day trips where the traveler is not away from
official headquarters overnight.
Expense Allowance for Public Officials
Public Official shall receive, in lieu of reimbursements, a monthly expense allocation to
cover travel and expense expenditures. The amount of expense allocation shall be
established, and may be amended, by resolution of the City Commission.
C. Reimbursement for Employees and Authorized Persons
All travel by an employee or authorized person must be authorized and
approved by the City Manager, or his/her designee, prior to the time of travel. Such requests
should not be authorized unless it is accompanied, prior to the time of travel, by a signed
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by the traveler's supervisor stating that such travel is on the official business of the
and also stating the purpose of such travel.
(2) Traveling expenses of travelers shall be limited to those expenses necessarily
by them in the performance of a public purpose authorized by law to be performed
the city and must be within the limitations prescribed by this section.
(3) Travel by public officers or employees serving temporarily in behalf of another
in behalf of more than one agency at the same time, or authorized persons
are called upon to contribute time and services as consultants or advisors, may be
by the city. Complete explanation and justification must be shown on the travel
)ense voucher or attached thereto.
(4) Traveling expenses of public employees for the sole purpose of taking merit
tem or job placement examinations, written or oral, shall not be allowed under any
that written approval of the city manager, candidates for
or professional positions with the city may be allowed traveling expenses as
by the city manager and available in the budget.
:ial headquarters. The official headqu_arters of an officer or employee assigned to
office shall be the City of Boynton Beach.
Corn of travel time .for reimbursement. For purposes of reimbursement and
of calculating fractional days of travel, the following principles are prescribed:
(1) The travel for Class A travel shall be a calendar day (midnight to midnight).
travel day for Class B travel shall begin at the same time as the travel period. For Class B
Class C travel, the traveler shall be reimbursed one-fourth of the authorized rate of per
;m for each quarter, or fraction thereof, of the travel day included within his travel period.
'.lass A and Class B travel shall include any assignment on official business outside of
office hours and away from regular places of employment when it is considered
and necessary to stay overnight and for which travel expenses are approved.
(2) A traveler shall not be reimbursed on a per diem basis for Class C travel, but
receive subsistence as provided in this section, which allowance for meals shall be
.ed on the following schedule:
a. Breakfast, when travel begins before 6:00 a.m. and extends beyond 8:00 a.m.
b. Lunch, when travel begins before 11:30 a.m. and extends beyond 2:00 p.m.
c. Dinner, when travel begins before 6:00 p.m. and extends beyond 8:00 p.m., or
when travel occurs during nighttime hours due to special assignment. No allowance
shall be made for meals when travel is confined to the city or town of the official
headquarters for immediate vicinity; except assignments of official business outside
of the traveler's regular place of employment if travel expenses are approved.
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Rates of per diem and subsistence allowance. For purposes of reimbursement rates and
of calculation, per diem and subsistence allowances are divided into the following
and maximum rates to be determined by the city:
(1) All travelers may be allowed for subsistence when traveling to a convention,
onference, or training course, or when traveling outside the state in order to conduct bona
business, which convention, conference, or business serves a direct and lawful
>ose with relation to the city, in either of the following:
a. Up to fifty dollars ($50.00) per diem for travel in Florida.
b. Up to the amounts permitted in para_m'aph (4) below of this subsection for
meals, plus actual expenses for lodging at a single occupancy rate to be substantiated
by paid bills therefor.
(2) All other travelers may be allowed same as subsection (1) hereof.
(3) When lod~ng or meals are provided at a state institution, the traveler shall be
only for the actual expenses of lodging or meals, not to exceed the maximum
for in this subsection.
(4) Meals only. All travelers may be allowed an amount for meals, while on
business to the following amounts:
a. Breakfast, eight dollars ($8.00).
Lunch, twelve dollars ($12.00).
Dinner, twenty dollars ($20.00).
d. Total for twenty-four hour period, forty dollars ($40.00).
e. Additional amounts where special circumstances are appropriate as approved by
Transportation.
(1) All travel must be by a usually traveled route. In case a person travels by an
route for his own convenience any extra costs shall be borne by the traveler and
for expenses shall be based only on such charges as would have been incurred
a usually traveled route. The most economical method of travel for each trip shall be
in mind the following conditions:
a. The nature of the business.
b. The most efficient and economical means of travel (considering time of the
cost of transportation and per diem or subsistence required).
c. The number of persons making the trip, and the amount of equipment or
to be transported.
(2) Transportation by common cartier when traveling on official business and paid
>ersonally by the traveler, shall be substantiated by a receipt therefor. In the event
other than the most economical class approved is provided by a common
carder on a flight check or credit card, the charges in excess of the approved class shall be
refunded by the traveler to the city.
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(3)
a. The use of privately owned vehicles for official travel in lieu of publicly owned
',les or common carriers may be authorized by t he city. i f a p ub!icP,' o
traveler shall be entitled to a mileage allowance at a rate based upon the current
rate of the United States Intemal Revenue Service. As
Reimbursement for expenditures related to the operation, maintenance, and
of a vehicle shall not be allowed when privately owned vehicles are used on public
,usiness and reimbursement is made pursuant to this para~a_ph, except as provided for
fisewhere in this subsection.
b. All mileage shall be shown from point of origin to point of destination and when
;ible shall be computed on the basis of the current map of the State of Florida Department
Transportation. Vicinity mileage necessary for the conduct of official business is
but must be shown as a separate item on the expense voucher.
(4) Transportation by chartered vehicles when traveling on official business may be
by the city manager when necessary or where it is to the advantage of the city,
the cost of such transportation does not exceed the cost of transportation by
owned vehicle pursuant to para~aph (3) of this subsection.
(5) The city may grant monthly allowances in fixed amounts for use of privately
automobiles on official business in lieu of the mileage rate provided for in paragraph
of this subsection. Allowances granted pursuant to this paragraph shall be reasonable and
into account the customary use of the automobile, the roads customarily
and whether any of the expenses incident to the operation, maintenance, and
of the automobile are paid from funds of the city or other public funds. Such
may be changed at any time.
(6) No traveler shall be allowed either mileage or transportation expense when he is
another person or when he is transported by another traveler who
s entitled to mileage or transportation expense. However, a traveler on a private aircraf~ shall
reimbursed the actual amount charged and paid for his fare for such transportation up to
cost of a commercial airline ticket for the same flight, even though the owner or pilot of
such aircraft is also entitled to transportation expense for the same flight under this
.ection.
H. Other expenses. The following incidental traveling expenses of the traveler may be
(1) Taxi fare.
(2) Ferry fares; and bridge, road and tunnel tolls.
(3) Storage or parking fees.
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(4) Communication expense.
(5) Convention registration fee while attending a convention or conference which
serve a direct public purpose with relation to the city. A traveler may be reimbursed fol'
and necessary fees for attending events which are not included in the basic registration
t hat directly enhance purpose o f public participation in the conference. Such expenses
include, but are not limited to, banquets and other meal functions. It shall be thc
,onsibility of the traveler to substantiate that the charges were proper and necessary.
meals or lodging included in the registration fee will be deducted in
.,ordance with the allowances provided above.
(6) Advancements. Notwithstanding any of the foregoing restrictions and
or authorize the making of, advances to covet
costs of travel to travelers. Such advancements include the costs of subsistence
travel of any person transported in the care or custody of the traveler in the performance
,f his duties. Final report and reimbursement, if any, shall be made within five (5) days of
return from travel.
(7) Payment directly to vendor and lod£in£. When approved by the city manager,
tach employee may request the city to pay his expenses for meals and lodging directly to the
[~endor and lodging during the travel period, limited to an amount in accordance with this
~chedule.
{8) All claims for reimbursement shall be on a form authorized by the City which
confirm the following statement followed by the signature of the employee or
person.
I verify that the expenses 1 isted above were incurred by me as necessary
travel expenses in the performance of official City business and that my
request for reimbursement is true and correct as to every material matter
Section 2. Should any section or provision of this ordinance or portion hereof,
paragraph, sentence or word be declared by a court of competent jurisdiction to be
such decision shall not affect the remainder of this ordinance.
Section3. All Ordinances or parts of Ordinances, Resolutions or parts of
,lutions in conflict herewith be and the same are hereby repealed to the extent of such
Section 4. Authority is hereby granted to codify said ordinance.
Section 5. This Ordinance shall become effective when the following has occurred:
(a) Immediately upon passage for all employees not covered by a collective
bargaining unit; and
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(b) For those employees covered under a collective bargaining agreement, when
a collective bargaining agreement ratifying the foregoing changes to the
Personnel Policy Manual has been ratified by the City Commission and the
bargaining unit, or their successor organization.
FIRST READING this c~ day of .~epr~la~e_~. ., 2003
SECOND, FINAL READING and PASSAGE this I{,, day of
[TTEST:
Commissioner
- Travel
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