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HomeMy Public PortalAbout2002_11_26_r189 Amending the Personnel Manual for Expense ReimbursementThe Town of Leesburg, rg ma RESOLUTION NO. A RESOLUTION: PRESENTED November 26, 2002 2002-189 ADOPTED November 26, 2002 AMENDING CHAPTER 12.1, ARTICLE 24'OF THE PERSONNEL MANUAL REGARDING EXPENSE REIMBURSEMENT AND APPROVAL IN ADVANCE OF OFFICIAL TRAVEL FOR TOWN STAFF WHEREAS, the town desires to modify the Personnel Manual regarding expense reimbursement and approval in advance of official travel for town staff,, and WHEREAS, the town manager recommends these changes as noted below THEREFORE, RESOLVED by the Council of the Town of' Leesburg in Virginia that Chapter 12.1, Article 24, Gifts, Gratuities and Expenses, is hereby amended as follows: Sec. 12.1-94 Employee Expenses These requirements apply to all persons in positions in service of the town who are seeking payment for expenses. (a) Policy 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 expenses reimbursement exceeds $25.00 $100, must have the travel approved in advance by the Town Manager. The TOwn Manager shall authorize the "Travel and Advance Payment Request and Expense Reports" for use by employees in requesting approval. All other travel shall require the approval of the emPloyee's Department Director. The Town Manager may delegate to the various directors the approval authority for their subordinates. Town Manager approval in advance is required when a Department Director is planning to attend an event that will involve overnight travel or when any employee is planning to travel outside the continental United States. All travel must be of an official nature. Travel expenses are open to scrutiny by the general public, any person entitled, to particiPate in town traVel privileges is expected to exercise prudent judgment and be able to sustain the test of public review. All seminars, courses, meetings, etc., must be directly related to the performance of the individual's assigned duties. The monies requested mUst be approved in the adopted budget. A RESOLUTION: -2- AMENDING CHAPTER 12.1, ARTICLE 24 OF THE PERSONNEL MANUAL REGARDING EXPENSE REIMBURSEMENT AND APPROVAL IN ADVANCE OF OFFICIAL TRAVEL FOR TOWN STAFF All travel must be approved in writing; Using the Travel Expense Form available from the Department of Finance, prior to departure on any official travel. Failure to obtain approval PRIOR to traveling could result in the individual not being reimbursed for expen, ses. Local business travel, without an expected overnight stay, where a personal vehicle or public transportation is used, need not be approved in advance, however, the same form must be used for reimbursement when the amount exceeds $100. Local business travel will be defined as travel within a 125 mile radius. When travel is performed in a town owned vehicle, the only transportation expenses allowed are for tolls, parking, and gas purchased. Receipts for tolls and parking are required only if actual expenses claimed exceed $5.00. Receipts are required for ALL gas purchased. When travel is authorized and performed in a privately owned vehicle, round trip mileage is calculated from and to the town office at the prevailing rate for business use as specified by Internal Revenue Service. If actual cost of meals is claimed, ALL of the following criteria must be met; there are no exceptions or waivers: 1. ALL meals will be reimbursed at actual cost. 2. A receipt is required for ALL meals claimed. 3. UNDER NO CIRCUMSTANCE CAN TOWN ALCOHOLIC BEVERAGES. FUNDS BE USED FOR If a receipt for a meal is not submitted, ii will be aSSumed that no meal was consumed, and the cost will be calculated at zero. If per diem is claimed, ALL meals will be paid at the established rate, and no meal receipts are required: Breakfast - $7.50; Lunch - $12.50; Dinner - $25.00. No per diem will be permitted for any meal where the accommodation rate and/or seminar/meeting fee includes providing for that meal. Lodging cost claimed requires a receipt and will be reimbursed at the actual single person rate established by the participating hotel involved in the conference/seminar/training. The number of nights reimbursed will be that required to attend the scheduled meetings. No overnight reimbursement will be paid if the meeting is one day at a location not exceeding 125 miles one way from Leesburg However, if there are circumstances of an unusual nature, the Town Manager or the Town Council can approve in advance in writing overnight reimbursement. A RESOLUTION: -3- AMENDING CHAPTER 12.1, ARTICLE 24 OF THE PERSONNEL MANUAL REGARDING EXPENSE REIMBURSEMENT AND APPROVAL IN ADVANCE OF OFFICIAL TRAVEL FOR TOWN STAFF PASSED this 26th.,. day of November 2002. erk/~EST: of Council Kn~. Umst~ttd, Mayor ~'~ Town of Leesburg R02: AMEND GIFTS 1