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1984_01_25_O007The Town of Leesburg in Virginia ORDINANCE NUMBER 84-0-7 PRESENTED January 25, 1984 ADOPTED January 25, 1984 AN ORDINANCE: AMENDING CHAPTER 12.1 OF THE TOWN CODE BY ADDING A NEW ARTICLE, NUMBERED ARTICLE 24 CONCERNING GIFTS, GRATUITIES AND EXPENSES WHEREAS, the language of the town's personnel manual with respect to accep- tance of gifts and gratuities is overly vague; and WHEREAS, the town's personnel manual is silent with respect to advances and reimbursements for employee expenses: THEREFORE, ORDAINED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. Chapter 12.1 of the Town Code is amended by adding a new article, numbered Article 24, to read as follows: ARTICLE 24 GIFTS, GRATUITIES AND EXPENSES Sec. 12.1-59. Application. This article applies to all employees not exempted by Section 12.1-3(b) of this chapter. Sec. 12.1-60. Gifts and Gratuities. No employee shall solicit or accept in the course of work favors, gifts, gratuities or any other valuable thing which could reasonably be construed as influencing the performance of town duties and respon- sibilities. This rule is not intended, however, to prohibit the following: (a) Receipt of unsolicited articles which are distributed generally such as calendars, pens, notepads, and similar articles of minimal value; (b) Attendance at social functions which promote good relationships with citizens and the professional and business community; (c) Attendance at any trade assouiation or commercially sponsored training program approved by the manager; (d) Attendance at commercially sponsored social events when part of the social calendar of professional conferences; (e) Consumption of food provided as a gift to town employee groups generally; -2- ORDINANCE AMENDING CHAPTER 12.1 OF THE TOWN CODE (f) Acceptance of gifts or awards when made in public presentation by legitimate service, civic, or fraternal organizations and approved in advance by the manager. Sec. 12.1-61. Employee Expenses. (a) Employees required to travel out of town on town business, when the time away from the town exceeds one workday or the amount sought for expense reimbursement exceeds $25.00, must have the travel approved in advance by the manager. The manager shall prepare "Travel and Advance Payment Request and Expense Reports" for use by employees in requesting approval. Ail other travel shall require the approval of the employee's department director. (b) Employees on approved town travel or on town business which requires them to be away from their place of residence during normal meal periods may be reimbursed for expenses during such travel or time away from home, when approved by the manager, subject to appropriations established for that purpose. The town may reimburse or advance, as determined by the manager, payments to employees for all out-of-pocket expenses in connection with the following, based on a schedule of rates and reimbursement policies established by the manager from time to time, provided the amount of reim- bursement or advance shall not exceed that provided state employees when traveling on state business: (1) Use of town owned vehicle: Out-of-pocket expenses in connec- tion with the maintenance of the vehicle, fuel and lubrica- tion, parking fees and tolls; (2) Use of private vehicle: Mileage for the round trip distance from the town to the destination as well as reimbursement for parking fees and tolls; (3) Public Transportation: Coach class air or rail, along with airport parking fees for town owned or private vehicles as well as car rental and taxi fares including tips; (4) Registrations: The cost of registration at official con- ferences and seminars, including official event fees for the employee; (5) Lodging: Costs of the employee's lodging when overnight accommodations are necessary; (6) Meals: The expense of meals including tips based on a stan- dard per meal allowance established by the manager from time to time or actual reimbursement for official meals at con- ferences, seminars or training functions when the cost exceeds the standard allowance; -3- ORDINANCE AMENDING CHAPTER 12.1 OF THE TOWN CODE (c) Employees shall submit invoices to substantiate reimbursable expenses for town vehicle maintenance, fuel and lubricants, transportation fares, registration and conference event fees and lodging, and non-standard allowance meals. Receipts are not required for parking fees, tolls, taxi charges, or standard allowance meals; (d) The expenses of employees involved in promoting the interests of the town and the town's economic development program shall be paid by the town from appropriations available for those purposes. SECTION II. repealed. SECTION III. PASSED this All prior ordinances and resolutions in conflict herewith are 25th day of This ordinance shall be in effect upon its passage. January , 1984. Town of Leesburg ATTE ST: Clerk of~uncil