HomeMy Public PortalAboutOrdinance No. 603-89 11-13-1989 ORDINANCE NUMBER 603
•
AN ORDINANCE ADOPTING A TRAVEL AND
MEETING POLICY FOR THE CITY OF RICHLAND
HILLS; OUTLINING REIMBURSEMENT
PROCEDURES AND ESTABLISHING A MILEAGE
REIMBURSEMENT RATE;PROVIDING A
SEVERABILITY CLAUSE; AND AN EFFECTIVE
DATE.
WHEREAS, the City Council of the City of Richland Hills is
desirous of establishing a uniform travel and meeting policy
for all municipal employees, City Council members and
members of all Boards and Committees; and
WHEREAS, the following policy will be used to establish
procedures for determining appropriate reimbursement travel
and meeting expenses.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF RICHLAND HILLS:
I.
• THAT, the following travel and meeting policy is hereby
adopted for use by all employees, City Council members and
members of Boards and Committees.
1. PURPOSE. This policy outlines policy and
procedures concerning travel for the City of
Richland Hills, Texas. Personnel authorized
to travel at city expense are employees,
elected officials, members of boards and
commissions and, when appropriate, spouses.
2. EFFECTIVE DATE. Upon approval by the City
Council.
3. DISTRIBUTION. A copy of this policy is
furnished each employee and shall become a
part of the employee's manual, and the master
copy shall remain on file in the City
Secretary's office.
4. COMPLIANCE. All employeesftravelers shall
strictly adhere to these guidelines and any
deviation to these rules shall be cause for
disciplinary action.
5. REQUEST TO TRAVEL. If it is necessary,
. or requested, than an employee travel for the
City, a Travel Request shall be prepared by
the employee and submitted for approval by
the Department Head and subsequently to the
City Manager for final approval. The travel
request shall be prepared as soon as the
• need to travel is known. This request is
required for all trips over 50 miles from the
Citv of Richland Hills and all overniaht
trips. Travel Request FORM RH-TV-01 shall be
used and shall state the nature and purpose
of the reauired travel.
6. TRIPS UNDER 50 MILES. No overnight expenses
shall be allowed for trips under 50 miles
unless emergency circumstances arise, or are
approved otherwise.
7. REQUEST FOR ADVANCE OF FUNDS. Any
employee/traveler needing an advance of funds
shall complete and submit a request for
Advance of Funds, Form RH-TV-02.
8. TRAVEL VOUCHER. Immediately upon completion
of the scheduled travel, a Travel Voucher,
RH-TV-03, shall be prepared and submitted for
payment.
9. APPROVING AUTHORITY. All travel and
meeting documents, Request to Travel, Request
for Advance of Funds, and Travel Voucher,
• shall be approved as follows:
a. The City Council shall be the final
approving authority on all travel and
meetings for the City Manager, Council
Members, Mayor, Official Boards and
Committee Members.
b. The City Manager will be the final
approving authority for all Department
Heads and all other employees travel.
c. All travel documents will be submitted
to the employee's Department Head for
review prior to submission to the City
Manager for further action.
d. Spouse Travel expenses by airline or any
other mode of public transportation
shall be at the expense of that
individual employee.
10. The City has the option of requiring
that travel be made in a City owned vehicle.
When this is the case, the employee will be
issued a gas credit card for the trip only.
• When a City vehicle is not furnished, the
City will reimburse the employee at $.24 per
mile or the cost of a round-trip coach
airline ticket, whichever is appropriate,
plus other stated cost (i.e., parking at
airport and ground transportation at
• destination). Mileage will be computed for
vehicle travel at the most direct and
accepted route.
The employee will be reimbursed for the
actual cost of lodging in a hotel/motel that
is appropriate for the particular meeting or
purpose of the trip. Documentation will be a
copy of the hotel bill.
11. The City will be responsible for all cost of
registration for the meeting. Registration
can be requested and prepaid through the
normal accounts payable system or it can be
paid at the meeting by the employee.
Normally prepayment is advantageous, because
in most cases it will help reserve a place
for the employee at the meeting.
Documentation is usually a copy of the
registration form.
12. Food cost will be reimbursed at $30.00 per
day for overnight trips or actual costs for
one day trips, not to exceed a total of
$30.00.
• Documentation of the $30.00 per day will
require a listing of the days out of town or
a reasonable portion thereof. Travel days,
either going or coming are paid the full
$30.00 if the employee leaves before 12 noon
and returns before 5 p.m. When the actual
costs option is selected, food costs will be
documented by cash receipts and, when
possible, listed as a daily log. There will
be no payment for alcoholic beverages.
II.
SEVERABILITY CLAUSE. That it is hereby declared to be
the intention of the City Council that the sections,
paragraphs, sentences, clauses and phrases of this ordinance
are severable, and if any phrase, clause, sentence,
paragraph or section of this ordinance shall be declared
invalid or unconstitutional by the valid judgement or decree
of any court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect any of the remaining
phrases, clauses, sentences, paragraphs or sections of this
ordinance, since the same would have been enacted by the
City Council without the incorporation in this ordinance of
• any such invalid or unconstitutional phrase, clause,
sentence, paragraph or section.
III.
• EFFECTIVE DATE. This ordinance shall be in full force
and effect from and after its passage and publication as
provided by the Richland Hills City Charter.
AND IT IS SO ORDAINED BY THE CITY COUNCIL OF THE CITY OF
RICHLAND HILLS, TEXAS ON THE MOTION OF ~®G~1N ,
SECONDED BY WRIGHT ADOPTED BY THE CITY COUNCIL,
MEETING IN A REGULAR SESSION THIS 13th DAY OF
NOVEMBER , 1989 BY A VOTE OF 5 AYES,
0 NAYS, AND 0 ABSTENTIONS.
APPROVED:
~~l _
W. H. VINCENT, JR., MAYOR
ATTEST:
•
PAULINE KEMPE, CIT SECRETARY
APPROVED AS TO FORM:
PAUL WIENESK , CITY ATTORNEY
CITY OF RICHLAND HILLS, TEXAS APPENDIX 15
• REQUEST FOR ADVANCE OF FUNDS
Date
Name and SSN of Traveler:
Department:
An Advance of Funds is hereby requested for travel and other
expenses to be incurred by me during travel period
to which was approved on
Balance due from Previous Request $ (NOTE: Outstanding
advances not fully
Amount Herein Applied for $ recovered by deductions
from reimbursement
TOTAL S vouchers must be promptly
repaid. If travel is can-•
celled or postponed, the
full amount of any advancE~
shall be repaid immedi-
ately.)
•
Mail Check to:
(address)
Applicant Sign Here: Date:
Department Head Sign Here: Date:
APPROVED: Date:
Paid by Check No. Date;
Accounting Code:
•
FORM NO. RH-TV-02 (June, 1983)
CITY OF RICHLAND HILLS APPENDIX 16
TRAVEL VOUCHER
• Date
Name and SSN of Traveler:
Department:
Period of Travel:
Travel Advance $ Voucher paid: $
Amount of this Voucher $ Check No. Dtd
To be completed by person
Amount Due City $ paying voucher.
Amount Due Traveler
Paid by:
EXPENSES: (List and attach receipts)
•
I certify that this voucher is true and correct to the best of my knowledge, and that
payment or credit has not been received by me.
Date•
(Traveler sign here)
Amount Claimed:
Reviewed: Date:
(Department Head sign here)
• Approved: Date:
(City Administrator Mayor sign here
Accounting Code• Form No. RH-TV-03 (June 1983)
CITY OF RICHLAND HILLS, TEXAS APPENDIX 14
Request to Travel
•
Date
Name and SSN of Traveler:
Department:
POINTS OF TRAVEL
FROM: TO:
and return to:
PURPOSE OF TRAVEL:
Travel to Begin: Travel to End:
MODE OF TRAVEL: Air POV Rail City Vehicle Other
(If POV is used, reimbursement will be per mile.)
• Approximate Cost of Transportation $
Approximate Cost of Hotel & Food
Registration Fee(s) $
Other Expenses $
Total Estimated Cost $
COMMENTS : '
Signature of Department Head:
Title: Date:
APPROVED:
City Administrator/Mayor Date
•
Accounting Code: