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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 -2- 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 -3- 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- -4- ~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 -5- 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 -6- 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 -7- 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 -8- 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 --9--