Ordinance 35120006.90000
WSS /gjz
8/2/04
ORDINANCE NO. 3512
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, AMENDING THE PROVISIONS OF
SECTION 2.25.050 RELATING TO TRAVEL
AUTHORIZATION AND EXPENSE REIMBURSEMENT
POLICIES, PARAGRAPH (G) AND (H), IN ORDER TO
UPDATE THE CITY'S TRAVEL EXPENSE
REIMBURSEMENT POLICY, AND FIXING A TIME WHEN
THE SAME SHALL BECOME EFFECTIVE.
WHEREAS, the City Finance Director has reported to the City Council regarding
the methodology and reimbursement rates appropriate for the reimbursement of City travel
expenses, and
WHEREAS, the City Council wishes to make such changes; and
WHEREAS, the City Council wishes to emphasize to all City officials and
employees that as public officials and employees, each individual has a trust of the public to
limit all public expenditures and reimbursements to the minimum reasonably necessary to
provide safe, clean and convenient lodging, and healthy meals in settings appropriate to the
particular public mission with which the individual has been entrusted, NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO
ORDAIN AS FOLLOWS:
Section 1. ECC Section 2.25.050 Travel authorization and expense
reimbursement policies, paragraphs (G) and (H) are hereby amended to read as follows:
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2.25.050 Travel authorization and expense
reimbursement policies.
G. Reimbursement of Travel Expenses.
1. Travel expenses by City officials and employees shall be
paid by the City in accordance with the rate schedule listed below.
Expense vouchers must be submitted for payment within 10 days
following the individuals' return. Expense receipts and/or credit
card receipts must be submitted for City payment. If a receipt has
been lost or stolen, the employee should submit a written statement
to the Administrative Services Director explaining the
circumstances of the missing receipt. Reimbursements based on
this process may be issued. Reimbursement for any expenses
which exceed the limits set forth in this policy shall require
approval of the City Council.
Transportation
Air travel - Coach rate
Private car - Current IRS rate
Rental car - Requires prior approval
Lodging:
Regular lodging - Government/commercial rate
Conferences - Conference facility rate
Meals:
Actual reasonable cost of meals, subject to review by Department
Head and/or Mayor.
Communications:
Telephone - One personal call per day kept to a reasonable amount
2. 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. Nonallowable 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 non-
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owned car), limousine services and personal travel insurance.
Only the normal, reasonable and actual expenses will be
reimbursed. Public officials and employees utilize public funds for
their expenses and are admonished and requested to limit
expenditures to those reasonably necessary to provide safe, clean
and convenient lodging and healthy meals in settings appropriate
to the public mission with which they have been entrusted.
Section 2. Effective Date. This ordinance, being an exercise of a power specifi-
cally delegated to the City legislative body, is not subject to referendum, and shall take effect
five (5) days after passage and publication of an approved summary thereof consisting of the
title.
APPROVED:
MAYO GAR NSON
ATTEST /AUTHENTICATED :
CITY CLERK, SANDRA S. CHASE
APPROVED AS TO FORM:
OFFICE OFT Y AT Y:
BY
W. SCOTT SNYDER
FILED WITH THE CITY CLERK: 08/13/2004
PASSED BY THE CITY COUNCIL: 08/17/2004
PUBLISHED: 08/22/2004
EFFECTIVE DATE: 08/27/2004
ORDINANCE NO. 3512
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SUMMARY OF ORDINANCE NO. 3512
of the City of Edmonds, Washington
On the 17th day of August, 2004, the City Council of the City of Edmonds, passed
Ordinance No. 3512. A summary of the content of said ordinance, consisting of the title,
provides as follows:
AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING THE
PROVISIONS OF SECTION 2.25.050 RELATING TO TRAVEL AUTHORIZATION AND
EXPENSE REIMBURSEMENT POLICIES, PARAGRAPH (G) AND (H), IN ORDER TO
UPDATE THE CITY'S TRAVEL EXPENSE REIMBURSEMENT POLICY, AND FIXING A
TIME WHEN THE SAME SHALL BECOME EFFECTIVE.
The full text of this Ordinance will be mailed upon request.
DATED this 18th day of August, 2004.
CITY CLERK, SANDRA S. CHASE
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Affidavit of Publication
STATE OF WASHINGTON,
COUNTY OF SNOHOMISH S.S.
The undersigned, being first duly swom 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
SUMMARY OF ORDINANCE NO 3512 s� circulation in said County and State; that said newspaper has been approved as a legal
o t e 1ty o mon s, as mgton
On the 17th day o August, 2004, the City Council of the . newspaper by order of the Superior Court of Snohomish County and that the notice
City of Edmonds, passed Ordinance No. 3512. A summary of
the content of said ordinance, consisting of the title, provides Summary of Ordinance No. 3512
as follows:
AN ORDINANCE OF THE CITY OF EDMONDS, WASHING-
TON, AMENDING THE PROVISIONS OF SECTION City of Edmonds
2.25.050 RELATING TO TRAVEL AUTHORIZATION AND 1
EXPENSE REIMBURSEMFrdT oni irioe
The full text of this Ordinance will be mailed upon request.
DATED this 18th day of August, 2004.
Published: August 22, 20 CITY CLERK, SANDRA S. CHASE
04.
RECEIVED
AUG 2 6: 2004
EDMONDS CITY CLERK
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:
August 22, 2004
and that said newspaper was regularly distributed to its subscribers during all of said period.
Subscribed and swom� f'o before me this 23rd
day of August, 2004
Notary Public in and for the State
County.
, residing at Everctt,
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Account Name: City of Edmonds Account Number. 101416 Order Number. 0001202515