Book 125 • Page
Agenda Item 18
Meeting of 11/3/04
ORDINANCE 04-10648
AN ORDINANCE AMENDING DIVISION 4, TRAVEL POLICY, OF ARTICLE III OF CHAPTER 2 OF
THE CODE OF ORDINANCES OF THE CITY OF NAPLES FOR THE PURPOSE OF AMENDING THE
CITY'S TRAVEL POLICY; AND PROVIDING A SEVERABILITY CLAUSE, A REPEALER PROVISION
AND AN EFFECTIVE DATE.
WHEREAS,
the City recognizes the need to update the language of the City's
Travel Policy to improve accountability.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF NAPLES, FLORIDA:
Section 1. That Division 4, Travel Policy of Article III of Chapter 2 of the
Code of Ordinances, Naples, Florida, is hereby amended to read as
follows (with underlining indicating additions and strikeout
indicating deletions):
ARTICLE III. OFFICERS AND EMPLOYEES
DIVISION 4. TRAVEL POLICY.
Sec. 2-116. Purpose.
The purpose of the city travel policy in this division is to
effectively allocate limited funds available for professional
development of public employees and to fairly reimburse costs
related to business travel. This division is established to
reimburse all allowable expenditures, while reducing required
paperwork to a minimum. Employee Individual travel expense, as with
any other purchase, represents an expenditure of city funds. Each
employee individual is responsible for ensuring that expenditures
are prudent and necessary. Employee Individual diligence is required
to obtain competitive prices for city-paid expenses.
Thc following words, terms and phrases, when used in this division,
shall have the m -innings ascribed to them in this section, except
where the context cl ,arly indicates a different m
Business travel m ans one or more full days outside the boundaries
of the county when acting in the official capacity as a
representative of the city resulting in professional development.
Department
h
ad mqpns the public employee charged with the
z-For purposes of this division, the city clerk and human resources
director are considered to be department hqpds. These individuals
report directly to the city manager.
Division h ad m ans an individual 1 -ading a major activity center
within one of the departments of the City. This individual reports
directly to a department hqpd.
Employee or public employee mqpns an individual who is filling a
regular or full time authorized position in the employ of the city
and is responsible through the chain of command to the city manager.
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Book 125 • Page
7ZZ,2
Ordinance 04-10648
Page 2
Sec. 2-117. Authority to incur travel and business expenses.
Each council member, city employee or other person who is authorized
by the city council or city manager to travel to attend a
convention, conference, seminar, meeting or other matter on behalf
of the City and in connection with official City business, and when
the expenses are within the intent of the adopted budget, shall be
reimbursed for expenses pursuant to the provisions of this chapter.
Traveling expenses shall be limited to those expenses necessarily
incurred by the traveler in the performance of duties related to the
functions and responsibilities of the City.
Business expenses shall apply to those expenditures which are
incurred in the performance of the public purpose to be performed,
including meetings with governmental officials, seminars and
training programs, pickup and delivery of parts and equipment,
recruitment of personnel or industry, community promotion and any
other related activities essential to the performance of the public
purpose.
Sec. 2-118. Restrictions on travel.
This section establishes types of authorized business travel for
employees individuals at various levels of the organization and
establishes maximum use of administrative leave to attend
professional development conferences, conventions and training
courses as follows:
(1)
Per fiscal year, out-of-town business travel shall not
exceed ten working days unless approved by the City
Manager.
(2)
Out-of-state business travel is limited to one trip per
fiscal year.
Attendance at national conferences or conventions is
limited to department heads.
b.
e-, Attendance at in state conventions or conferences is
limited to department and division h ,ads.
44)-(3) Approval. All requests for business travel require the prior
approval of both the department head and the city manager on a
standard form provided by the Finance Department, except for
the city clerk and the legal department. The city manager, at
his option, may delegate the approval function to another
public official. Business travel requests shall be routed
through the Finance Department prior to committing funds.
(4)
Investigations. The city manager may waive limitations of this
division for police and emergency services investigations, on
a case-by-case basis.
(5)
Exceptions. Given unique circumstances, the city manager may
approve additional travel requests. Requests for exceptions
Book 125 • Page
Page 3
Ordinance 04-10648
must be submitted, in writing, to the city manager in advance
of obligating public funds for business travel.
Sec. 2-119. Expenditure control.
(a)
Lodging. The city will pay reasonable lodging expenses at the single
occupancy rate for a standard room in a nonluxury facility or
conference hotel, when the times of travel deem lodging a necessary
expense. An authorized individual employee taking a spouse will pay
any cost differences for double multiple occupancy. The city will
pay room charges only; additional expenses such as movies or room
service will be paid for by the individual employee. Only bBusiness
phone calls will be paid for by the city. A detailed billing of
hotel expenses must be submitted to accounting the Finance
Department either for reimbursement or for documentation of city
credit card use.
(b)
Transportation. The city will pay all reasonable and necessary
transportation costs incurred for required travel relating to work
and training. Air travel will be paid for at the commercial coach
fare rate only. Verification of the lowest available airfare is
required through the city's purchasing agent. Receipts must be
provided to aeeeiaa-t4R-g. the Finance Department. Use of ground
transportation, such as taxis or parking, is reimbursable, with
receipts required for any individual expense in excess of
$10.00$5.00. Vehicle rental will not be reimbursed unless
preapproved by the City Manager. The city will not reimburse
insurance purchases as part of a vehicle rental, as the city is
self-insured for vehicle accidents.
(c)
Personal vehicles. Reimbursement for use of a personal vehicle shall
be in accordance with the rate set by the Internal Revenue Service
mileage reimbursement guidelines. The reimbursement rate covers all
vehicle expenses, including gasoline. Reimbursement for out of state
travel in an individual's personal vehicle is limited to the lesser
of the rate set by the Internal Revenue Service mileage
reimbursement guidelines or the cost of round-trip coach airfare.
Any additional time required for the trip due to driving must be
charged to vacation or personal leave time. City-owned gasoline
credit cards are available for use only with city-owned vehicles.
(d)
If a city vehicle is available, and for personal reasons, an
authorized individual chooses to drive his own vehicle, the
department director may authorize the reimbursement of gas only if
circumstances warrant. In these cases, reimbursement for travel in
an individual's personal vehicle shall be estimated in advance using
a standard rate, and reimbursement will be limited to that cost,
subject to receipts. In no circumstances, shall the reimbursement
exceed the charitable reimbursement rate set by the Internal Revenue
Service mileage reimbursement guidelines or the cost of round-trip
coach airfare. Any additional time required for the trip due to
driving must be charged to vacation or personal leave time. Cityowned gasoline credit cards are not available for use with personal
vehicles.
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Book 125 • Page Ordinance 04-10648
Page 4
(e) Meals. Authorized individuals are eligible for a Mmeal expenses
incurred as part of travel for work and training are paid
reimbursement basis, and incidental per diem, subject to maximum
allowances. Tips and gratuities for meals are included in the basic
travel allowance for meals. The city will not reimburse authorize a
per diem for meals included in the payment of a registration fee or
for m als voluntarily not -atcn. Maximum meal and incidental
t.
allowances
entertainment deductions
the Internal Revenue Code are as
follows:
(1)
(2)
Standard.
a.
Breakfast .
b.
Lunch .
c.
Dinner .
$4.00
.
.$7.00
. $15.00
High-cost cities.
a.
Br -akfast .
b.
Lunch .
c.
Dinner .
. 5.00
. 9.00
. 20.00
High cost cities are New York City, Boston, Washington, D.C.,
Individuals staying overnight in a city identified in IRS
Publication 1542 as having a higher meal and incidental
allowance can be eligible for an increased meal allowance.
Travelers selecting this option will select this option for
the entire trip and will be paid on a reimbursement basis,
subject to the maximum allowance identified in IRS Publication
1542. Meal receipts will be required for the entire trip, and
preapproval by the City Manager of this method is required.
(3)
For purposes of reimbursement, the allowance for meals will
be based upon the following schedule:
a.
b.
c.
Breakfast allowance will be made when travel begins at
or before 6:00 a.m. and extends beyond 9:00 a.m.
Lunch allowance will be made when travel begins at or
before 11:00 a.m. and extends beyond 2:00 p.m.
Dinner allowance will be made when travel begins at or
before 6:00 p.m. and extends beyond 8:00 p.m.
(f)
Telephone Reimbursement. An individual whose city travel requires a
stay away their residence for one or more nights is entitled to
receive up to $3 per night telephone reimbursement. All city
business related calls will be paid by the City. Individuals with
city cell phones may consult with their director regarding the use
of their cell phone in lieu of telephone reimbursement, not to
exceed the maximums identified herein.
(g)
Miscellaneous Reimbursements. Reimbursement for non-meal related
tips or gratuities must be justified and may not exceed $5 per trip.
Book 125 • Page Page 5
Ordinance 04-10648
Sec. 2-120. Certification of availability of budget funds.
It is the responsibility of the department head to ensure that budget
funds are available prior to the approval of business travel and that the
travel is necessary. The signature of the department head on the travel
report form certifies the availability of budget funds and the necessity
of the business travel.
Sec. 2-121. Auditing.
A completed travel expense report or voucher form shall be submitted to
the Finance Department for auditing within 14 days after the travel
occurs, reconciling the travel expenses.
Section 3.
That if any word, phrase, clause, subsection or section of this
ordinance is for any reason held unconstitutional or invalid, the
invalidity thereof shall not affect the validity of any remaining
portions of this ordinance.
Section 4. That all sections or parts of sections of the Code of Municipal
Ordinances, all ordinances or parts of ordinances, and all
resolutions or parts of resolutions in conflict herewith, be and the
same are hereby repealed to the extent of such conflict.
Section 5.
This ordinance shall take effect immediately upon passage.
APPROVED AT FIRST READING THE 20TH DAY OF OCTOBER 2004.
PASSED AND ADOPTED AT SECOND READING AND PUBLIC HEARING IN OPEN AND REGULAR
SESSION OF THE CITY COUNCIL OF THE CITY OF NA ES, FLOR A THIS 3RD DAY OF
NOVEMBER, 2004.
Bill Barnett, Mayor
Attest:
Approved as
Tara A. Norma , City Clerk
Robert D. Pritt, City Attorney
(41"
M:\REF\COUNCIL\ORD\2004\04-10648
Date filed with City Clerk: / AO/0V
form and legality:
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