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
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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
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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
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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.