R07-150
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RESOLUTION NO. R 07 - t50
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF BOYNTON BEACH, FLORIDA,
ESTABLISHING A TRAVEL POLICY; RESCINDING
ALL PREVIOUS RESOLUTIONS AND POLICIES
GOVERNING TRAVEL BY THE CITY COMMISSION;
AND PROVIDING AN EFFECTIVE DATE.
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WHEREAS, the City Commission of the City of Boynton Beach desires to establish
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a travel policy to provide for an administrative process by which each member of the
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Commission would obtain concurrence of a majority of the members of the City Commission
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for approval of travel expenditures; and
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WHEREAS, passage of this Resolution will rescind all previous Resolutions and
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policies governing travel by the City Commission;
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NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
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THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
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Section 1.
The foregoing "WHEREAS" clauses are true and correct and
19 hereby ratified and confirmed by the City Commission
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Section 2.
That the City Commission of the City of Boynton Beach does hereby
21 establish a Travel Policy, a copy of which is attached hereto as Exhibit "A".
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Section 3.
That any and all previous Resolutions and/or Policies governing travel
23 are rescinded.
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Section 4.
That this Resolution will become effective immediately upon passage.
S:\CA\RESO\Commission Travel Policy. doc
12/3/07
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PASSED AND ADOPTED this ~ day of December, 2007.
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ATTEST:
CITY OF BOYNTON BEACH, FLORIDA
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Commissioner - Woo . Hay
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Commissioner - Marlene Ross
.P~
S:\CA\RESOICommission Travel Policy.doc
12/3/07
City of Boynton Beach
City Commission
TRAVEL POLICY
Approved travel must adhere to the following guidelines in order to be paid by the City of Boynton
Beach:
A. Prior to Travel:
1. Complete Conference & Travel Request form and submit for approval.
2. All travel by City Commission Members must be approved in advance by the City
Commission.
B. Registration:
1. Complete conference registration forms.
2. Submit conference form for payment in advance if necessary.
3. Attach a copy of the registration form with the request for payment to Finance
department.
4. Request per diem fee in advance (subtract all conference meals covered by registration fee).
C. Upon completion of Travel:
1. Complete the Travel Expense Report for out-of-pocket expenses.
2. Attach all credit card receipts and other receipts to the expense report for payment or
reimbursement.
3. Failure to include credit card receipts will be charged to the member personally.
D. Travel Approvals:
· City Commission Members travel shall be approved in advance by the City Commission at a regularly
scheduled meeting.
. The City Finance Director must sign off on travel form to confirm funds availability in the budget.
. The City Manager must sign off prior to City Commission Agenda submittal.
· Travel expenses are only reimbursable with receipts and are not automatic.
. No PERSONAL items may be charged to the Agency.
E. Travel Restrictions:
· Per Diem payments shall be paid ONL Y for class "A" travel, or travel outside the local area. Local
area is defined as 50 miles or more from the Boynton Beach City Hall.
· Mileage reimbursement rate is $.485 per mile per IRS and City.
· If a spouse is to attend all related expenses shall be paid by the employee, and all receipts MUST
be separate. The City WILL NOT pay for any spouse or child costs associated with any conference.
All such costs will be paid by the member separately.
· Any expenses incurred over the maximum amount approved for breakfast, lunch or dinner will be
considered cost of the Commission Member and not the City. Meal rates are $12.00 breakfast,
$15.00 lunch and $30.00 dinner.
City of Boynton Beach
City Commission
OGNFEREtlCE~&t:TRA\lE[JREGf'EST
Date of Request:
2008
City Commission Member Attending:
Conference Name:
Conference Location:
Conference Purpose:
Account to Charge:
Dates of Travel & Attendance:
to
2008
Cost of Conference: $
Cost of Travel: $
Cost of Lodging: $
Cost of Car Rental: $
Cost of Per Diem: $
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TOTAL
Approved by Finance Director:
Date
Approved by City Manager:
Date
NOTE: City Commission travel requests must be approved in advance at
a regularly scheduled meeting of the City Commission.
Any expenses incurred over the maximum amount approved for breakfast, lunch or dinner will be considered cost of
the Commission Member and not the City. Meal rates are $12.00 breakfast, $15.00 lunch and $30.00 dinner.
Please submit a conference agenda with this request. Please subtract all meals provided for bv conference
attendance fee.