HomeMy Public PortalAbout1984_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;
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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;
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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