Ordinance 28930006.030.057
JDW/naa
07/01/92
ORDINANCE NO. 2893
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, ESTABLISHING A POLICY OF THE
AUTHORIZATION OF TRAVEL FOR CITY BUSINESS AND
PAYMENT OF RELATED EXPENSES BY AMENDING
SECTION 2.25.050 OF THE EDMONDS CITY CODE; AND
ESTABISHING AN EFFECTIVE DATE.
WHEREAS, the City Council desires to clarify and
establish policies and processes for authorization of travel for
City business and payment of related expenses; NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO
ORDAIN AS FOLLOWS:
Section 1. Edmonds City Code section 2.25.050 is hereby
amended to read as follows:
2.25.050 Travel authorization and expense
reimbursement policies.
A. Policy. It is the city's policy to
provide payment for the reasonable
accommodation of travel, required to
conduct city business by city officials
and employees.
B. Applicability. This section and the
policies contained herein shall be
applicable to all elected officials,
members of boards and commissions and
city employees unless otherwise
specifically exempted.
C. Authorization for travel. All requests
for travel or training shall be submitted
and approved on an AUTHORIZATION TO
ATTEND/TRAVEL form prior to the person's
departure date.
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1. All anticipated costs should be
listed on the form, whether the
costs are known or reasonably
estimated.
2. The mayor is authorized to approve
all employee's requests which are
specifically identified or otherwise
included in the city's annual
budget. In addition, the mayor
shall have the authority to approve
other employee travel and training
requests which are not specifically
a component or otherwise identified
in the budget, provided sufficient
funds are available in the budget
and the request is either:
a. less than $750 in total costs,
or
b. less than 500 miles distance
one way.
D. Travel and training request - city
council approval. City council approval
must be obtained of all travel and
training requests for members of the city
council and members of city boards and
commissions. In addition, city council
approval must be obtained for any
employee request which is in excess of
the mayor's authority as set forth in
subsection C above.
E. Limitation on number of attendees. It
shall be the policy of the city that only
one employee shall be designated to
attend a specific conference or training
program unless otherwise approved by the
mayor. If more than one person submits
requests for travel to the same
destination or for attendance at the same
conference, the individual requests will
be prioritized using all of the following
criteria:
1. Available budget funds;
2. Benefit to the city derived from the
person(s) attending;
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JDW24071.10/0006.03057
3. The best qualified person(s) to
attend.
4. The number of conferences
previously attended and
anticipated to be attended in
the given budget year by each
person shall be considered.
F. Accommodations. Accommodations, such as
transportation, lodging and conference
registration shall normally be arranged
in advance by designated staff member and
billed directly to the city.
Accommodations shall be made at the
lowest reasonable rate available, such as
coach fare for air transportation, use of
special discounts and single occupancy
government rates for lodging. Air travel
should be used when other reasonable
methods of transport are not otherwise
available and time schedules require the
additional expense.
G. Advance payment of expenses. Pursuant to
§3.04.040 of the Edmonds City Code,
advance payment of authorized expenses in
excess of $100, as listed on the
AUTHORIZATION TO ATTEND/TRAVEL form, will
be provided upon request. Request an
advance payment must be made at least one
week prior to the departure date.
Receipts must be submitted upon return to
substantiate the advance expense payment.
Failure to provide such substantiation
shall result in a charge back to the
person(s) failing to provide the required
substantiation.
H. Reimbursement of travel expenses.
1. Travel expenses which are paid
directly by city officials and
employees shall be reimbursed in
accordance with the rate schedule
listed below. Expense vouchers must
be submitted for payment within ten
(10) days following the individual's
return. Receipts must accompany the
expense report form for all
reimbursement requests.
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JDW24071.10/0006.03057
Reimbursement for any expenses which
exceed the limits set forth in this
policy shall require the approval of
the city council.
Transportation: Air travel - Coach rates
Private Car - City mileage rate
Rental Car - Requires prior approval
Lodging: Regular lodging - Government/Commercial rate
Conferences - Conference facility rates
Meals: Per Diem - $40.00 per day, including
(Pro -rated) gratuity
Communications: Telephone - One personal call per day
kept to a reasonable amount
2. Per diem allowances shall be
adjusted as of January of each
calendar year from the date of this
policy's adoption using the Bureau
of Labor's Consumer Price Index
(CPI-U) for the Seattle area,
January to January.
3. The transportation allowance shall
be based upon the direct route
roundtrip costs. Other allowable
costs shall include ferry tolls and
off-street parking. Taxis may be
used if they are the most reasonable
means of transportation available.
I. Non -allowable expenses. Expenses not
approved for reimbursement include, but
are not limited to, alcoholic beverages,
expenses for family or guests,
entertainment, travel costs paid by
another organization, mileage (if
traveling as a passenger in a nonowned
car), limousine services and personal
travel insurance.
J. Use of private cars. Private cars should
be used by city officials and employees
whenever a city vehicle is not available
and/or the time the official or employee
will be absent exceeds two or more days.
Drivers must have a valid operator's
license, and the car must be insured to
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the State's minimum liability standards.
The mayor, members of the city council,
boards and commissions shall not be
reimbursed for mileage expenses incurred
within the city limits of Edmonds. City
employees will be reimbursed for mileage
when using a private vehicle within the
city limits when such use is in
furtherance of city business. The city's
mileage reimbursement rate is intended to
cover the cost of fuel, maintenance and
insurance costs. Persons using a private
vehicle and seeking reimbursement for
mileage must maintain a valid driver's
license and individual auto insurance,
including public liability, bodily injury
and property damage, which insurance
shall be deemed to be primary as to any
other insurance available to the city.
If a private vehicle is used in lieu of
air transportation, the total amount of
reimbursement shall not exceed the cost
of air fare as established in subsection
(H) above.
Section 2. This ordinance, being an exercise of a power
specifically delegated to the City legislative body, is not subject
to referendum, and shall take effect five (5) days after passage
and publication of the ordinance or an approved summary thereof
consisting of the title.
....Oi D
'ice•:
6. ..- _ -
ATTEST/AUTHENTICATED:
C TY CLERK, RHONDA J. MARCH
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
BY `
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JDW24071.10/0006.03057
FILED WITH THE CITY CLERK: July 1, 1992
PASSED BY THE CITY COUNCIL: July 7, 1992
PUBLISHED: July 12, 1992
EFFECTIVE DATE: July 17, 1992
ORDINANCE NO. 2893
JDW24071.10/0006.03057
RECEIVED
J U L 1 7 1992
Affidavit of Publication Vdmonds City Clark
STATE OF WASHINGTON,
COUNTY OF SNOHOIAISH,
ss
SUMMARY OF
ORDINANCE NO. 2893
of the City
The undersigned, being first duly sworn on oath deposes and says
of
OilEhe7ibsdayoofiJuton1992
the City Council of the 6ty of
that she is Principal Clerk of THE HERALD, a daily newspaper
Edmonds, passed Ordinance
No. 2893. A summary at file
printed and published in the City
y of Everett, County of Snohomish,
content of sold ordinance,
consisting of file title, provides
as follows:
and State of Washington; that said newspaper is a newspaper of
AN ORDINOF THE CITY
OF EDMONDSEWASHINGTON
ESTABLISHING° A POLICY OV
general circulation in said County and State; that said newspaper
THE
TRAVELUFOR CITY THORIZATBIUUSINESS ON OF
has been approved as a legal newspaper by order of the Superior
AND PAYMENT OF RELATED
EXPENSES BY AMENDING
Court of Snohomish County and that the notice
SECTION 2.25.050 OF THE
EDMONDS CITY CODE• AND
ESTABLISHING AN EFEC-
........................................
TIVEDATE,
The full text this
Summary Of Ordinance No. 2893
.....
le
Ordhtance will be mailed upon .
request.
................ ............................................................•-----.......---••-----
DATED this 8th day of July,
1992.
City of Edmonds
RHONDAJ. MARCH
City Clerk
...........-•-------....................................---•--..................---................----•----•-----•---
Published: July 12, 1992.
.----•--•-•-----•.....................................................................................................................
a printed copy of which is hereunto attached, was published in said
newspaper proper and not in supplement form, in the regular and
entire edition of said paper on the following days and times, namely:
July 12, 1992
......................................... .................... ......---...............---....................................--....--
................................ •-----.................-----..........................................................................
and that said newspaper was regularly distributed to its subscribers
during all of said' eriod.
' C
C.� <.
Pqf cipal Clerk`'
Subscribed and sworn to before me this...... 14til ..............
day of ........ Ju�Y...x
92
Notary Public in and for the State of Washington,
residing at Everett, Snohomish County.
B-2-1