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HomeMy Public PortalAboutRES-CC-2015-19Resolution 19-2015 A RESOLUTION AMENDING THE CITY OF MOAB PERSONNEL POLICIES AND PROCEDURES MANUAL. WHEREAS, the City of Moab Personnel Policies and Procedures Manual contains rules of general application concerning hiring, promotion, pay, benefits, and discipline; and WHEREAS, the Manual should be reviewed and revised on a periodic basis to ensure compliance with employment laws and contemporary personnel management practices; and WHEREAS, the Moab City Council has determined that the Manual should be revised; and WHEREAS, the amendment to the City of Moab Personnel Policies and Procedures Manual has been presented to this meeting of the Moab City Council. NOW, THEREFORE, we, the Governing Body of the City of Moab do hereby resolve to approve the revised Moab Personnel Policies and Procedures Manual in substantially the form presented to this meeting of the City Council. This resolution shall take effect immediately upon passage. Passed and adopted by action of the Governing Body of the City of Moab in open session this 26th day of May, 2015. CITY OF MOAB By: David L. Sakrison Mayor Attest: Rachel E: Stenta City 13_.ecorder Resolution #19-2015 Page 1 of 1 " 4! AGENDA SUMMARY MOAB CITY COUNCIL MEETING May 26, 203.5 Agenda Item #: 7-4 Title: Approval of Proposed Resolution #19-2015 — A Resolution Amending the Moab City Personnel Policies and Procedures Manual Fiscal Impact: None Staff Presenter(s): Rachel Stenta, City Recorder/Assistant City Manager Department: Recorder/Human Resources Applicant: N/A Background/Summary: The Personnel Policies and Procedures Manual was last updated January 27, 2015. The last revision included a change to the travel policy regarding the reimbursement of meals which has proven difficult for both employees and administration. The attached proposed revision adopts the Travel Meal Reimbursement policy that as adopted in Utah Administrative Code (please see attached) which should be easier to administer and will represent a cost savings in reducing the administrative process. The proposed changes have been disseminated and discussed with department heads and when approved, we will conduct a training session with City employees to explain changes and answer questions. If you have any questions regarding the changes, please let me know. 1 Options: Approve, postpone or deny. Staff Recommendation: Staff recommends approval of Proposed Resolution #19-2015 Recommended Motion: I move to approve (insert agenda item) Attachment(s): Revised Moab Personnel Policies and Procedures Sections Utah Administrative Code Section 25-7-6 City of Moab Personnel Policies and Procedures Manual 10.1 Driver's License All personnel who drive City equipment shall (told a valid State of Utah driver's license, of the appropriate classification, and have the same in their possession while operating such equipment. 10.2 Use of Citv Vehicles City vehicles are for official use only and are never to be used for personal reasons. City vehicles may be driven home at night only upon approval of the department head or City Manager, except that police officers who have permission to take their vehicle home may transport their children to school on their way to the worksite. No City employee is immune to the City's traffic ordinances, unless operating under emergency exemptions allowed by such ordinances. Employees who are on an on - call status and are assigned take-home vehicles may, use that vehicle for transportation purposes, within the City, while actually engaged in on -call status. No City vehicle is to be used for out-of-state travel without advance approval of the department head and/or City Manager. All City vehicles, except authorized unmarked police vehicles, shall bear the approved decal(s) identifying them as City of Moab vehicles. 10.3 Accidents Involving City Vehicles In cases of accident involving City -owned vehicles, the employee shall notify the appropriate law enforcement agency and his/her supervisor as soon as possible. Employees involved in an accident with City -owned vehicles should not leave the scene of the accident until released by the investigating officer/agency, nor should they move the vehicle until authorized. They should obtain the name and address of the involved parties and all witnesses, and should not discuss the circumstances of the accident with anyone except the investigating officer/agency and authorized City personnel. 10.4 Reimbursement for Travel Expenses (A) It is the Policy of the City to pay travel -related expenses incurred for the purpose of conducting City business for travelers within the scope of this policy. Travel must be pre -authorized by a supervisor and must have a clear City government purpose. All gavel outside the state of Utah must be approved, in advance. by the City Manager. For the purposes of this policy. travel to Grand Junction. Colorado will be considered in -state travel and will not require pre -authorization of the City Manager. This policy applies to all City Employees, Elected and Appointed Officials as well as City Appointed Board Members. (B) Travel expenses must be included in the annual budget for each department 5/22/2o155/20,4C1r rt\personnellpersonnel manual\personnel manual 05-15 travel amendment.docx - Rges 2015.docv 56 City of Moab Personnel Policies and Procedures Manual anticipating travel, as part of the budget process. Trips that would cause the budgeted amount to be exceeded must have the approval of the City Manager and/or City Council. (D) (C) Meal Allowance: The City will compensate employees for meals while traveling through a Per Diem Meal Allowance. The rates and policy for Meal Allowances shall be in accordance with the Utah Administrative Code Reimbursement for Meals (R25-7-6) with the exception that meals for travel to Grand Junction. Colorado \\ill be compensated at the in -state rate. The State of Utah amorally adopted Per Diem rates Will serve as the basis for expenses related to travel. Employees may use one of the following 2. A City check. rental cars as applicable. approved by the City Manat r. Mtxxtls provided to the employee as part of an event or conference shall be deducted from the daily Ptr (D) Approval process: All travel trust be approved by the employee's supervisor in advance through a Travel Request. Travel Requests must include: 1) The purpose of the trip: 2) An estimate of all costs associated with the trip; 3) A drat). agenda or registration form (if applicable). The Per Diem allowance may be paid in advance of travel) to the employee within two days of an approved Travel Request being received by the Recorder's Office. Detai-led-eExpense statements (with mast be approved by the employee's supervisor within five days of the completion of travel and then submitted for approval to the City Manager Reports combining expenses for multiple individuals must include the names and titles of those individuals. Receipts or affidavits for expenditures shall be required for: (I) All commercial air, railway, bus or boat transportation. (2) All lodging a nlls. (3) Repairs or fuel for City vehicles. (4) All extraordinary expenses, such as purchase of incidental supplies or publications and registration fees (D) Transportation costs: If a commercial airline is used, tourist or economy fare must be requested and used if available. First class fare will be 5/22/2015:/2'/_:.:_ c\ personnel \ personnel manual personnel manual 05-15 travel amendment.docx 57 City of Moab Personnel Policies and Procedures Manual allowed only on the basis that tourist or economy space was not available between specified points. If railway or bus is used, first class fare, plus necessary lower berth or roomette is allowable. However, coach facilities, when considered reasonable and satisfactory accommodations, should be used. Personal vehicles may be used if adjudged economical or advantageous to the City. When a personal vehicle is used for long trips. reimbursement for the vehicles used, meals and lodging required en route shall not exceed the cost of tourist or economy airfare. Reimbursement for the use of a personal vehicle shall be at the rate adopted annually by the state of Utah. City employees who must use a vehicle to travel shall use a city vehicle whenever practicable. Use of private vehicles for city travel purposes shall be permitted when it is advantageous to the City, and upon approval by the department head and City Manager- Employees who chose to take a personal vehicle for city travel without appropriate approval shall be reimbursed at the rate adopted annually by the state of Utah Motorcycles are not approved modes of transportation for City business and travel. Employees will not be compensated for hours or mileage for motorcycle travel. (E) Other costs: Toll road charges, storage charges, rental fees, taxi charges and other charges deemed appropriate may be reimbursed when incurred while on authorized City business. 10.5 Public Relations The measure of city government is, to some extent, based on the effect and personal contact of its employees. It is expected that all employees will avoid conduct at work or elsewhere that might cause embarrassment to, or criticism of the City. Sometimes the city employee is the only contact the private citizen has with municipal government. Although the citizen may not always be right, he does have a vested interest in the City and its government. Therefore, it is essential that the attitudes and actions of the employees, both on and off the job, bring credit to the City. 10.6 Attire and Appearance All employees should dress appropriately for the workplace. It is expected that employees give attention to safety, modesty, cleanliness and professional appearance. Individual city departments may set standards for employees' attire and appearance. 10.7 Management -Employee Cooperation Management and employees work towards the same goal. That goal is to bring effective and economical municipal services to the citizens. This can only be achieved by management -employee cooperation. Management shall give due consideration to employee suggestions concerning methods of which the 5/22/20155/2W27:` a mendment.da cxra\gecser rApersonnel\personnel manual\personnel manual 05-15 travel 58 R25.7.5 ADMRRiSTRAINE SERVICES (2) Requests for reimbursement must be accompa- (a) The traveler will qualify for premium rates on except those the day the travel begins and/or the day the travel Hied hi original receipts for all is aro es blisends Dray if the trip is of sufficient duration to qualify far which Bat allowance amounts am established• for all meals on that day. R26-7-5. Approvals. (b) Complimentary meals of a hotel, motel and/or (1) For insurance pnrposae, all state business association and meals included in registration costa travel, whether reimbursed by the state or not, must are deducted from the $82 premium allowance as have prior approval by an appropriate authority. This follows: also includes non -state employees where the state is (i) Ifbrealdast is provided deduct $14, leaving a paying for the travel expenses. ust be premium allowance for lunch and dinner of actual up (2) Both instate and ouDire for travel designee. The t° $48' provided deduct $19, leaving a pro approved of the Executive Director or ntfor (ii) If lunch ie p approval of id as d travel reimbursement forms may mium allowance for breakfast and dinner of actual up be considered as documentation of prior approval for � � in -state traveL Prior approval for out-of-state travel (iii) If dinner ie provided deduct $29, leaving a Out-ofshould be documented o form ". u for premium allowance for breakfast and lunch of actual Out -of -State Travel Authorization". (3) Exceptions to the prior approval for out-of-state up to $33, (c) �,e traveler must use the same method of travel must be justified in the comments section of the reimbursementutraveler for an entire day. Request for n t attachment, Travel Authorization, approved by (d) Actual meal coat includes tipe. FI 6, a an an attachment, and moat be approved (e) Alcoholic beverages are not reimbursable. the Department wntDirector re the designee. (b) When traveling in foreign countries, the traveler The oat Director, the Executive Diroc- choose to accept the per diem rate for out-of-state tor, o the Department esign a must approve all travel to out -of- travel o to be accept the the actual meal cost, with state functions where more than two employees from t 1 ro be re, not to exceed the United States the setae department are attending the same function Department of State Meal and Incidental Expense at the same time. (M and 1E) rate for their location. R25-7,-'!. Reimbursement, for Meals. (a) The traveler may combine the reimbursement (1) State employees who travel on state business methods during a trip; however, they must use the may be eligible for a meal reimbursement- same method of reimbursement for an entire day. (2) The reimbursement will include tax, tips, and (c) Alctual meal cos includes es not reimbursable. other expenses associated with the meal T; (3) Allowances for in -state travel differ from there lstf6sed of threes�retmt':st�:ement calculation is cam• for out-of-etate traveL The traveler's entitle. (a) The daily travel meal allowance for in -state (a) The day the travel begins. a of day the traveler travel is $39.00 and is computed acarrding to the rates ment in determined by listed in the following table. leaves their home base (the location the employee leaves from and/or returns to), as illustrated in the TABLE 1 following table. Instate Travel Meal Allowances Meals Rate Breakfast $10.00 Lunch $13.00 Dinner $16.00 'Ibtai $39.00 (b) The daily travel meal allowance for u travel in $46.00 and ie computed according to the rates listed in the following table. TABLE 2 Out -of -State Travel Meal Allowances Meals Rate Breakfast $10.00 Lunch $14.00 Dinner $22.00 Ibtal $43.00 (4) When traveling to premium cities (New York, Los Angeles, Chicago, San Francieco, Washington DC, Boston, San Diego, Baltimore, and Arlington), the traveler may choose to accept the per diem rate for out-of-state travel or to be reimbursed at the actual meal cost, with original receipts, up to $62 per day. 84 TABLE 6 'i %. Day Travel Bagtna lit Quarter 2ntl Quarter 6rni Quarter 4th Quarter a m. 8-m Fm pm , :GB 0 :GB �00-658 6ne •B. L, DDDmeals lu 9teta $80.00 $29.00 $16.00 $0 O stnto 8848 $86.00 $22.00 ee °B=Breakfast, L=Lunch, D=Dinner (b) The days at the location. (i) Complimentary meals of a hotel, motel, andrj association and meals included in the registration 0:0 are deducted from the total daily meal a11ow eee However, continental breakfasts will not reduce do meal allowance. Please Note: For breakfast, if be food item is offered, it is considered a compliment45 meal, no matter how it in categorized by the • J conference facility. The meal is considered a nental breakfast" if no hot food items are offered. (ii) Meals provided on airlines will not redeoo lb meal allowance. went the traveler is entitled to is determined by 1 time of day the traveler returns to their home WO illustrated in the following table. t16 tat , 12:04 `no, In -St 8O Out1 0 .l3 (7) meni t3lloR 100 r not s (a) their (b) folloe (i) ' thet t (ii) a.m. , (iii) ton al (c) ] home (d) right, non of R25-7 BOA (1) act,vit charge (2) NI other , tend el carry c advise, mining eon, ad are mg ployoes nir_ee;, R2S-74 State be olilgl (1) F, roimblu and out conferee j F ( the slat night fir tbo tabl. Blandfr Biuff Briglax varier c ISPhraiE Almon 84 rates on to travel o qualify )1 and/or on costs ante as 'aye a :fuel up g a pre- :tual up wing a f actual :hod of reveler Jf--state t, with States penes ement Be the a. com- ltitle- mele . iloyee n the 437 d/or coat ice. the hot :cry ate]/ the 'se - the es t Quart& �it0 y� meals Ica l04-Etate y, $10.00 TABLE 4 TM Dar Tinesi e end Quarter and Quarter ELM. j1.ID- 8:00-11:69 12..-00-6:68 'B 'B, L $10.00 $22.00 $24.00 FINANCE dth Quarter P-m- 7:00-11169 •B, L, D $46.00 "Dv Breakfast, L Lumch, D.--Dinner (7) An employee may be authorized by the Depart- ment Director or designee to receive a taxable meal allowance when the employee's destination is at leaat 100 miles from their home base and the employee dean not etay overnlght- (a) Breakfast is paid when the employee leaves ()lair home bane before 6:00 a.m. (b) Lunch is paid when the trip meets one of the following requirements: (i) The employee is on an officially approved trip that warrants entitlement to breakfast and dinner. (ii) The employee leaves their home base before 10 a.m. and returns after 2 p.m. (iii) The Department Director provides prior writ- ten approval based on circumstances. (c) Dinner is paid when the employee leaves their home base and returns at 7 p.m. or later. (d) The allowance is not considered an absolute right of the employee and is authorized at the discre- tion of the Department Director or designee. R25.7-7. fdeale for Statutory Non-Srarrsed State f oar d& (1) When a board meets and conducts business activities during mealtime, the coat of meals may be charged as public expense. (2) Where salaried employees of the State of Utah or other adviaore or consultants must, of necessity, at- tend such a meeting in artier to permit the board to carry on ite business, the meals of such employees, advisors, or consultants may also be paid. In deter- mining whether or not the presence of such employ- ees, advisors, or consultants is necessary, the boards are requested to restrict the attendance of such em- ployees, advisors, or consultants to those absolutely necessary at such mealtime meetings. RS5-7-8. aefnabructi 'a-1t for Lodging. State employees who travel on state business may be eligible far a lodging reimbursement. (1) For stays at a conference hotel, the state will reimburse the actual cost plus tax for both in -state and out-of-state travel. The traveler mint include the conference registration brochure with the Travel Re- imbursement Request, farm FI 61A or FI 51B. (2) For in -state lodging at a non -conference hotel, the state will reimburse the actual cost up to $70 per night for single occupancy plus tax except as noted in the table below: TABLE 6 Cities with Differing Rates Blanding Bluff Brigham City Bryce Canyon City Cedar City Ephraim F illmore $76.00 plus tax $80.00 plus tax $75.00 plus tax $75.00 pins tax $75.00 plus tax $76.00 plus tax $76.00 plus tax Green River Kanab Layton Logan Moab Monticello Ogden Park City/Heber City/Midway Price Provo/Orem/Lehi American Pork/Springville Salt Lake City Metropolitan Area (Draper to Centerville), Mode St. George/Washington/ Springdale Tbrrey Trenton Vernal/Roosevelt/Ballard All Other Utah Cities R25-7-8 $80.00 plus tax $80.00 plus tax $80.00 plus tax $80.00 plus tax $100.00 plus tax $76.00 plus tax $80.00 plus tax $90.00 plus tax $76.00 plus tax $85.00 plus tax $100.00 plus tax $80.00 plus tea $76.00 plus tax $90.00 plus tax $96.00 plus tax $70.00 plus tax (3) State employees traveling lees than 50 miles from their home base are not entitled to lodging reimbursement. Miles are calculated from either the departure home -base or from the destination to the traveler's home -base. The traveler may leave from one home -base and return to a different home -base. For example, if the traveler leaves from their residence, then the home -base for departure calculations is their residence. If the traveler returns to where they nor- mally worts (ie. Cannon Health Building), then the home -base for arrival calculations is the Cannon Health Building. (a) In some cases, agencies mud. use judgement to determine a traveler's home -base. The following are some things to consider when determining a traveler's home -base. (i) Is the destination less than 50 miles from the traveler's home or normal work location? If the desti- nation is lees than 50 miles from either the traveler's home or from their normal work location, then gener- ally the employee should not be reimbursed for lodg- ing. (ii) Is there a valid business reason for the traveler to go to the office (or to some other location) before driving to the destination? (iii) Is the traveler required to work at the destina- tion the next day? (iv) Ia the traveler going directly home after the trip, or is there a valid business reason for the traveler to first go to the office (or to some other location)? (iv) Even if "it is not epecifically against policy", would the lodging be considered necessary, reasonable and in the beat interest of the State? (4) When the State of Utah pays for a person from out-of-state to travel to Utah, the in -state lodging per diem rates will appiy- (6) For out-of-state travel stays at a non -conference hotel, the elate will reimburse the actual cost per night plus tax, not to exceed the federal lodging rate for the location. These reservation must be made through the State Travel Office. (6) The date will reimburse the actual cost per night plus tax for in -state or out-of-state travel stays where the departmentAxaveler makes reservations through the State Travel Office. (7) Lodging ie reimbursed at the rates listed in Table 5 for efngle occupancy only. For double state employee occupancy, add $20, for triple state em- ployee occupancy, add $40, for quadruple state em- ployee occupancy, add $80.