Ordinance 32140006.030.057
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04/22/98
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ORDINANCE NO. 3214
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, ESTABLISHING A POLICY FOR THE
AUTHORIZATION OF TRAVEL FOR CITY BUSINESS AND
PAYMENT OF RELATED EXPENSES BY AMENDING
SECTION 2.25.050 OF THE EDMONDS CITY CODE; AND
ESTABLISHING 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:
follows:
Section 1. Edmonds City Code section 2.25.050 is hereby amended to read as
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.
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195193.20
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.
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 included within the city's annual
budget.
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.
E. 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.
F. 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.
G. 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
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195193.20
return. Receipts must accompany the expense
report form for all reimbursement requests,
excluding per diem allowances for meals.
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 - Current IRS rate
Rental Car - Requires prior approval
Lodging: Regular lodging -
Government /Commercial rate
Conferences - Conference facility rates
Meals: Per Diem - $40.00 per day (Pro- rated),
including gratuity
Communications: Telephone - One personal call per
day kept to a reasonable amount
2. The per diem rate for meals may be adjusted
periodically by the City Council following a review
of other benchmark jurisdictions. Per diem for out -
of -area travel that is in excess of the City's
established rate will be governed by per diem rates
established by the State Office of Financial
Management.
3. The transportation allowance shall be based upon
the direct route round trip 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.
H. Ton- 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.
I. Use of private cars. Private cars should be used by city
officials and employees whenever a city vehicle is not
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195193.20
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 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.
APPROVED:
MAYOR, BARBARA S. FAHEY
ATTEST /AUTHENTICATED :
,�
'CITY CLERK, SANDRA S. CHASE
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195193.20
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY:
BY
FILED WITH THE CITY CLERK: 05/29/98
PASSED BY THE CITY COUNCIL: 06/02/98
PUBLISHED: 06/08/98
EFFECTIVE DATE: 06/13/98
ORDINANCE NO. 3214
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195193.20
SUMMARY OF ORDINANCE NO. 3214
of the City of Edmonds, Washington
On the 2nd day of June, 1998, the City Council of the City of Edmonds, passed
Ordinance No. 3214. A summary of the content of said ordinance, consisting of the title,
provides as follows:
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 ESTABLISHING AN EFFECTIVE DATE.
The full text of this Ordinance will be mailed upon request.
DATED this 3rd day of June, 1998.
CITY CLERK, SANDRA S. CHASE
STATE Or WASHINGTON,
COUNTY Or SNOHODUSH,
� sum-
o said 1,
of the
s: _.._
IUUI T yr ,
IATION OF TRAVEL FOR
ITY BUSINESS AND PAY -
iENT OF RELATED EX-
PENSES BY AMENDING
SECTION 2.25.050 OF THE
EDMONDS CITY CODE• AND
TIVE OATS ING AN EkF£C-
The full text of this Ordi-
nance will be mailed upon
request.
DATED this 3rd day of
June, 1998.
CITY CLERK
SANDRA S. OHASE
Published: June 8, 1998.
B -2 -1
f-
Affidavit of Publication
RECEIVED
J U N 12 1998
EDMONDS CITY CLERK
The undersigned, being first duly sworn on oath deposes and says
that she is Principal Clerk of THE HERALD, a daily newspaper
printed and published in the City of-Everett, County of Snohomish,
and State of Washington; that said newspaper is a newspaper of
general circulation in said County and State; that said newspaper
has been approved as a legal newspaper by order of the Superior
Court of Snohomish County and that the notice ......... ...............................
Summary of Ordinance No. 3214
... ................................. ............................... ....................
............................................. .........................................................................................
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:
June 8, 1998
....................................................................................................... ..... ........... ...............
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anAthat sai newspaper was regulikrl. dis ributed to�its subscribers
during aV—of said
.. . . .. ...............
lcipal Clerk
Subscribed and sworn to before me this ..........9th ..................
June ... i .......... 1998....
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Notary Public in an for the S a of Wa n 1
residing at Everett, Snohomish ounty.
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