O84-13ORDINANCE NO. 84- f~
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF BOYNTON BEACH, FLORIDA,
ESTABLISHING PER DIEM AND TRAVEL EXPENSE
REGULATIONS OF CITY OFFICERS, EMPLOYEES,
AND AUTHORIZED PERSONS; PROVIDING A
CONFLICTS CLAUSE; A SEVERABILITY CLAUSE;
AND AUTHORITY TO CODIFY; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS,~Resolution No. 79-J, amended by Resolution
No. 81-F; and
WHEREAS, it is now appropriate to amend the provisions
of that resolution by adopting an ordinance to establish per
diem and travel regulations similar to those in Florida
Statute Chapter 112.061.
NOw, THEREFORE, BE A~ND IT IS HEREBY RESOLVED BY THE
CITY OF BOYNTON BEACH, FLORIDA, AS FOLLOWS:
Section 1. That the following per diem and travel
expense schedule is adopted by the City of Boynton Beach,
Florida.
A. Definitions - The following words shall have
the meaning indicated:
a. Officer or public officer - a member of
the City Council of the City of Boynton Beach, Florida.
b. Employee - an individual on the City
payroll whether commissioned or not, other than an officer,
who is filling a regular or full time authorized position and
is responsible to the City of Boynton Beach.
c. Authorized person -
1. A person other than a public officer or
employee as defined herein, whether elected or commissioned or
not, who is authorized by the City of Boynton Beach to 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 consultant
or advisor.
3. A person who is a candidate for an
executive or professional position with the City of Boynton
Beach.
d. Traveler - A public officer, public
employee, or authorized person, when performing authorized
travel.
e. Travel expense, traveling expenses,
necessary expenses while traveling, actual expenses while tra-
veling, convention or conference registration, or words of
similar nature - the usual ordinary and incidental expen-
ditures necessarily incurred by a traveler.
f. Common carrier - Train, bus, commercial
airline operating-scheduled flights, or rental cars of an
established rental car firm.
g. Travel day - A period of 24 hours con-
sisting of 4 quarters of 6 hours each.
ho 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 headquareters.
j. Class B travel - Continuous travel of less
than 24 hours which involves overnight absence from official
headquarters.
k. Class C travel - Travel for short or day
trips where the traveler is not away from his official head-
quarters overnight.
B. City to incur traveling expenses -
a. All travel, except that of a member of the
City Council of Boynton Beach, Florida, must be authorized and
approved by the City Manager of the City of Boynton Beach 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 statement by the traveler's supervisor stating that such
travel is 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 for the City of Boynton Beach and must be within the
limitations prescribed by this section.
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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 exam-
inations, written or oral, shall not be allowed under any
circumstances, except that upon prior written approval of the
City Manager of the City of Boynton Beach, candidates for ex-
ecutive or professional positions with the City of Boynton
Beach, may be allowed traveling expenses as authorized by the
City Manager and available in the Budget.
C. Official headquarters - The official headquarters
of an officer or employee assigned.to an office shall be the City
of Boynton Beach.
D. Computation of travel time for reimbursement -
For purposes of reimbursement and methods of calculating frac-
tional days of travel, 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 is considered reaso-
nable and necessary to stay overnight and for which travel
expenses are approved.
b. A traveler shall not be reimbursed on a per
diem basis for Class C travel, but shall receive subsistence as
provided in this section, which allowance for meals shall be
based on the following schedule:
1. Breakfast - When travel begins before
6:00 A.M. and extends beyond 8:00 A.M.
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2. Lunch - When travel begins before 12:00
Noon and extends beyond 2:00 P.M.
3. 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 or immediate vicinity; except assign-
ments 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 calcula-
tion, per diem and subsistence allowances are divided into the
following 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 fide City of Boynton Beach business, which
convention, conference, or business serves a direct and lawful
public purpose with relation to the City of Boynton Beach, in
either of the following:
1. Up to $50.00 per diem for travel in
Florida, and $60 per diem for travel outside of Florida.
2. Up to the amounts permitted in
Paragraph d. below of this subsection for meals, plus actual
expenses for lodging at a single occupancy rate to be substan-
tiated by paid bills therefor.
b. All other travelers may be allowed same as
Subsection a. hereof.
c. When lodging or meals are provided 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 - All travelers may be allowed
an amount for meals, while on official business, up to the
following amounts:
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1. Breakfast $ 3.00
2. Lunch $ 6.00
3. Dinner $15.00
4. Total for 24 hour period $24.00
5.
Additional amounts where special circumstances
are appropriate as approved by the City Manager.
F. Transportation
a. All travel must be by a usually 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 determined, keeping in mind the following conditions:
1. The nature of the business.
2. The most efficient and economical means
of travel (considering time of the traveler, cost of transpor-
tation and per diem or subsistence required).
3. The number of persons making the trip,
and the amount of equipment or material to be transported.
b. Transportation by common carrier when trav-
eling on official business and paid for personally by the trav-
eler, shall be substantiated by a receipt therefor. In the
event transporation other than the most economical class
approved is provided by a common carrier on a flight check or
credit card, the charges in excess of the approved class shall
be refunded by the traveler to the City of Boynton Beach.
c. 1. The use of privately-owned vehicles for
official travel in lieu of public-owned vehicles or common
carriers may be authorized by the City of Boynton Beach if a
public-owned vehicle, the traveler shall be entitled to a
mileage allowance at a fixed rate not to exceed twenty and
one-half cents per mile or the common carrier fare for such
travel, to be determined by the City Manager of the City of
Boynton Beach. Reimbursement for expenditures related to the
operation, maintenance, and ownership of a vehicle shall not
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be allowed when privately-owned vehicles 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 destination and when possible shall 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. Transporation 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, provided
the cost of such transporation does not exceed the cost of
transportation by privately owned vehicle pursuant to
Paragraph c. of this subsection.
e. The City of Boynton Beach may grant monthly
allowances in fixed amounts for use of privately owned automobi-
les 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 and budgeted,
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 are paid from funds of the City of Boynton Beach or
other public funds. Such allowance may be changed at any
time.
f. No traveler shall be allowed either
mileage or transportation expense when he is gratuitously
transported 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 amount charged and paid for his fare for
such transportation 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.
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G. Other expenses - The following incidential
trav-eling expenses of the traveler may be reimbursed:
a. Taxi fare
b. Ferry fares; and bridge, road and tunnel
tolls
c. Storage or parking fees
d. Communication expense
e. Convention registration fee while
attending a convention or conference which will serve a direct
public purpose with relation to the City of Boynton Beach. A
traveler may be reimbursed for actual and necessary fees for
attending events which are not included in the basic registra-
tion fee that directly enhance public purpose of participation
in the conference. Such expenses may include but not limited
to banquets and other meal functions. It shall be the respon-
sibility of the traveler to substantiate that the charges were
proper and necessary. However, any meals or lodging included
in the registration fee will be deducted in accordance with
the allow-ances provided above.
H. Advancements - Notwithstanding any of the
foregoing restrictions and limitations, the City Manager may
make, or authorize the making of, advances to cover antici-
pated costs of travel to travelers. Such advancements include
the costs of subsistence and travel of any person~transported
in the care or custody of the traveler in the performance of
his duties. Final report and reimbursement, if any, shall be
made within five (5) days of return from travel.
I. When approved by the City Manager, such
employee may request the City of Boynton 'Beach to pay his
expenses for meals and lodging directly to the vendor and
lodging during the travel period, limited to an amount in
accordance with this schedule.
J. Except where directly inconsistent with the
foregoing provisions, Section 116.061 of the Florida Statute
(1983 Supp.) is hereby adopted.
Section 2. That all ordinances or parts of ordinances
in conflict herewith are hereby repealed.
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Section 3. That should any section or provision of
this Ordinance or any portion thereof be declared by a court
of competent jurisdiction to be invalid, such decision shall
not affect the remainder of this Ordinance.
Section 4. Specific authority is hereby granted to
codify this Ordinance.
Section 5. This Ordinance shall become effective
immediately upon passage.
FIRST READING this
1984.
of
day of
SECOND, FINAL READING and PASSAGE this
day
CITY OF BOYNTON BEACH, FLORIDA
Co~/c~i l~'Mem~&~f ~6~
ATTE~
City C~rl~
(Corporate Seal)
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