79-JRESOLUTION NO. 79~
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, ESTABLISHING PER DIEM AND TRAVELING
EXPENSES OF CITY OFFICERS~ E~,~LOYEES AND
AUTHORIZED PERSONS.i
WHEREAS,
can continue
does have a direct effect upon expenses incurred by City
officers, employees and authorized persons in the normal
of aunhorized travel for the City; and
uncertainties in the national economy have, and
to cause in the future, an inflation in prices that
course
WHEREAS, a municipal entity such as the City of Boynton
Beach can enact per diem and travetin~ rates differing from
those established by the Florida Legislature by virtue of the
legislative grant of power to municipalities contained in the
Municipal Home Rule Powers Ac5, Chapter 166 of the Florida
Statutes; and
WHEREAS, the current level of inflation has rendered
existing statutory travel and per diem rates insufficient
meet the needs of those officers, employees and authorized
persons of the City of Boynton
while serving the residents of
to
Beach who incur such expenses
the City of Boynton Beach.
NOW, THEREFORE~ BE AND IT IS HEREBY RESOLVED BY THE CITY
OF BOYNTON BEACH, FLORIDA~ AS FOLLOWS:
Section 1.
expense schedule
Florida.
A.
have the meaning
of the City
dividual~
That the following per diem and travel
is adopted by the City of Boynton Beach,
Definitions. The following words shall
indicated:
a. Officer or public officer - a member
Council of the City of Boynton Beach~ Florida.
b. Employee or public employee - an in-
whether commissioned or nots other than an officer
authorized person
or full-time authorized position
of Boynton Beach.
and is responsible
as defined herein~ Who is filling a regular
to the City
c. Authorized person
1. A person other than a public offi-
cer or employee as defined herein, whether elected or commissioned
or not, who is authorized by the City of Boynton Beach %o incur
travel expenses in the performance of his official duties.
2. A person who is called upon by the
City of Boynton Beach to contribute time and services as con-
sultant or advisor.
3. A person who is a candidate for an
executive or professional position
Beach.
d~ Traveler -
with the City of Boynton
A public officer, public
employee, or authorized person, when performing authorized
travel.
e. Travel expense, traveling expenses,
necessary expenses while traveling, actual expenses while
traveling~ or words of similar nature - The usual ordinary and
incidental expenditures necessarily incurred by a traveler.
f. Common carrier - Train, bus, commercial
airline operating scheduled flights~ or rental cars of an estab-
lished rental car firm.
g. Travel day - A period of 24 hours con-
sisting of 4 quarters of 6 hours each.
h. Travel period - A period of time between
the time of departure and time of return.
i. Class A travel - Continuous travel of
24 hours or more away from official headquarters.
j. Class B travel - Continuous
less than 24 hours which involves overnight absence
headquarters.
travel of
from official
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k. Class C travel - Travel for short or
day trips where the traveler is not away from his official
headquarters overnight.
B. City
tocincur traveling expenses
Ail travel must be authorized and
approved by the City of Boynton Beach,or the City Manager of
the City of Boynton Beach. Such a request shall not be author-
ized unless it is accompanied by a signed statement by the
traveler's supervisor stating that such travel ms on the
official business of the City of Boynton Beach and also stating
the purpose of such travel.
b. Traveling expenses of travelers shall be
limited to those expenses necessarily incurred by them in the
performance of a public purpose authorized by law to be per-
formed by the City of Boynton Beach and must be within the
limitations prescribed by this section.
c. Travel by public officers or employees
serving temporarily in behalf of another agency or partly in
behalf of more than one agency at the same time, or authorized
persons who are called upon to contribute time and services as
consultants or advisors, may be authorized by the City of
Boynton Beach. Complete explanation and justification must be
shown on the travel expense voucher or attached thereto.
d. Traveling expenses of public employees
for the sole purpose of taking merit system or job placement
examinations, written or orals shall not be allowed under any
circumstances, except that upon prior written approval of the
City of Boynton Beach or the City Manager of the City of Boynton
Beach~ candidates for executive or professional positions with
the City of Boynton Beach, may be allowed traveling expenses
pursuant to this section.
C. Official headquarters - The official head-
quarters of an officer or employee assigned to an office shall
be the City of Boynton Beach, except that:
a. The official headquarters of a person
located in the field shall be the city or town nearest to the
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area where the majority of his work is performed~ or such other
city, Town or area as may be designated by the agency head;
provided that in all cases such designation must be in the best
interests of the agency and not for the convenience of the per-
son.
to return
b. A traveler may leave his assigned post
home overnight, over a weekend, or during a holiday,
but any time lost from his regular duties shall be taken as
annual leave and authorized in the usual manner. He shall not
be reimbursed for traveling expenses in excess of the established
rate for per diem allowable had he remained at his assigned post.
However, when a traveler has been temporarily assigned away from
his official headquarters for an approved period extending beyond
30 days~ he shall be entitled to reimbursement for traveling
expenses at the established rate of one round trip for each 30-
day period actually taken to his home in add, ion to pay and
allowances otherwise provided.
D. Computation of travel time for reimbursement -
For purposes of reimbursement and methods of calculating frac-
tional days of Lravel, the following principals are prescribed:
a. The travel for Class A travel shall be
a calendar day (midnight to midnight). The travel day for
Class B travel shall begin at the same time as the travel period.
For Class B and Class C travel~ the traveler shall be reimbursed
one-fourth of the authorized rate of per diem for each quarter,
or fraction thereto, of the travel day included within his travel
period. Class A and Class B travel shall include any assignment
on official business outside of regular office hours and away
from regular places of employment when it
able and necessary to stay overnight and
are approved.
b. A traveler shall
a per diem basis for Class C travel, but
is considered reason-
for which travel expenses
not be reimbursed on
shall receive subsis-
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~ence as provided in this section, which allowance for meals
shall be based On the following schedule:
1. Breakfast - When travel begins be-
fore 6 a.m. and extends beyond 8 a.m.
2. Lunch - When travel begins before
12 noon and extends beyond 2 p.m.
3. Dinner - When travel begins before
6 p.m. and extends beyond 8 p.m., or when
nighttime hours due to special assignment~
No allowance shall be made for meals when
travel occurs during
travel is confined to
~he city or town of the official headquarters or i~ediate
vicinity; except assignments of official business outside of the
traveler's regular place of employment if travel expenses are
approved.
E. Rates of per diem and subsistence allowance
For purposes of reimbursement rates and methods of calculation,
per diem and subsistence allowances are divided into the follow-
lng groups, and maximum rates to be determined by the City of
Boynton Beach:
a. All travelers may be allowed for sub-
sistence when traveling to a convention, conference, or training
course, or when traveling outside the state in order to conduct
bona fi~e City of Boynton Beach business, which convention, con-
ference, or business serves a direct and lawful public purpose
with relation to
following:
~vel in Florida,
the City of Boynton Beach, in either of the
1. Up to $~.~O
and $60 per diem for travel
per diem for
outside of Florida.
paragraph 3
for lodging
)aid bills therefor.
b.
2. Up to the amounts permitted in
of this subsection for meals, plus actual expenses
at a single occupancy rate to be substantiated by
Ail other travelers may be allowed same
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as subsection a. hereof.
c. When lodging or meals are p~ovided at a
state institution, the traveler shall be reimbursed only for the
actual expenses of lodging or meals, not to exceed the maximum
provided for in this subsection.
d. Meals only - Al/ travelers may be allowed,
for subsistence while on Class C travel on official business, up
to the
following amounts:
1. Breakfast
2. Lunch
3. Dinner
F. Transportation
a. Ail travel must be by a us~,ually traveled
route. In case a person travels by an indirect route for his own
convenience any extra costs shall be borne by the traveler and
reimbursement for expenses shall be based only on such charges as
would have been incurred by a usually traveled route. The most
economical method of travel for each trip shall be determineds
keeping in mind the following conditions:
~eans of travel
2.
(considering
The nature of the business.
The most efficient and economical
time of the traveler~ cost of trans-
Dortation and per diem or subsistence req~red).
3. The number of persons making the
rip, and the amount of equipment or material to be transported.
b. Transportation by common carrier when
zraveling on official business and paid for personally by the
~raveler, shall be substantiated by a receipt therefor. In the
~ven~ transportation other than the mos~ economical class ~pproved
is provided by a common carrier on a flight check or credit card,
zhe charges in excess of the approved class shall be refunded by
zhe traveler to the City of Boynton Beach.
c. 1. The use of privately-owned vehicles
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for official
carriers may
public-owned
travel in lieu of public-o~ned vehicles or common
be authorized by the City of Boynton Beach if a
vehicle is not available. Whenever travel is by
privately-owned vehicle, the traveler shall be entitled to a
mileage allowance at a fixed rate not to exceed seventeen cents
per mile or the common .carrier fare for such travel, to be de-
termined by the City Manager of the City of Boynton Beach. Re-
imbursement for expenditures related to the operation, mainten-
ance, and ownership of a vehicle shall not be allowed when pri-
vately-owned vel~cles are used on public business and reimbursement
is made pursuant to this paragraph, except as provided for in
paragraph g. of this subsection.
2. All mileage shall be shown from
point of origin to point of desitnation and when possible sh~ll
be computed on the basis of the current map of the State of
Florida Department of Transportation. Vicinity mileage necessary
for the conduct of official business is allowable, but must be
shown as a separate item on the expense voucher.
d. Transportation by chartered vehicles
when traveling on official business may be authorized by the
City Manager of the City of Boynton Beach when necessary or
where it is to the.advantage of the City of Boynton Beach, pro-
vided the cost of such transportation does not exceed the cost
of transportation by privately owned vehicle pursuant to para-
graph c. of this subsection.
e. The City of Boynton Beach may grant
monthly allowances in fixed amounns for use of privately owned
automobiles on official business in lieu of the mileage rate
provided for in paragraph c. of this subsection. Allowances
granted pursuant to this paragraph shall be reasonable~ taking
into account the customary use of the automobile, the roads
customarily traveled, and whether any of the expenses incident
to the operation, maintenance, and ownership of the automobile
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are paid from funds of the City of Boynton Beach or other public
funds. Such allowance may be changed at any time, and shall be
made on the basis of a signed statement of the traveler, filed
before the allowance is granted or changed, and at least annually
thereafter~ The statement shall show the ~aces and distances for
an average typical month's travel on official business, and the
amount that would be allowed under the approved rate per mile for
the travel shown in the statement, if payment had been made pur-
suant to paragraph c. of this subsection.
f. No contracts may be entered into be-
tween a public officer or employee, or any other person, and the
City of Boynton Beach, in which a depreciation allowance is used
in computing the amount due by the agency to the individual for
the use of a privately owned vehicle on official business; pro-
vided, any such existing contract shall not be impaired.
g. No traveler shall be allowed either
mileage or transportation expense when he is gratuitously trans-
ported by another person or when he is transported by another
traveler who is entitled to mileage or transportation expense.
However, a traveler on a private aircraft shall be reimbursed
the actual amounn charged and paid for his fare for such trans-
portation up to the 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 subsection.
G. Other expenses - The following incidential
traveling expenses of the traveler may be reimbursed:
a. Taxi fare;
b. Ferry fares; and bridge, road and tunnel
tolls;
attending
c. Storage or parking fees;
d. Communication expense;
e. Convention registration fee while
convention or conference which will serve a dizect
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public purpose with relation to the City of Boynton Beach. How-
ever, any meals o~ lodging included in the registration fee will
be deducted in accordance with the allowances provided in sub-
section E.
f. Such other incidential traveling expenses
as approved by the City Manager of the City of Boynton Beach°
H. Advancements - Notwithstanding any of the
foregoing restrictions and limitations~ the City of Boynton
Beach may make, or authorize the making of, advances to cover
antitipated costs of travel to travelers. Such advancements may
include the costs of subsistence and travel of any person trans-
care or custody of the traveler in the performance
ported in the
of his duties.
I. Direct payment of expenses by city -
Whenever the City of Boynton Beach requires an employee to incur
either Class A or Class B travel on emergency notice to the
employee, such employee may request the City of Boynton Beach
to pay his expenses for meals and lodging directly to the vendor
and lo~ging during the travel period, limited to an amount in
accordance with this schedule.
J. Except where directly inconsistent with
the foregoing provisions, Section 112.061 of the Florida Statutes
(1976 Supp.) is hereby adopted.
Section 2. This Resolution shall take effect immediately
upon its passage.
PASSED AND ADOPTED THIS 20th
ATTEST:
City Clerk
(COrp. Seal)
DAY OF FEBRUARY, 1979.
Vice Mayor
--
Council Member
/ "Council Member
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