HomeMy Public PortalAbout2002_11_26_r190 Amending the Personnel Manual for those who Travel at Town ExpenseThe Town of
Leesburg,
rg ma
RESOLUTION NO.
A RESOLUTION:
PRESENTED November 26, 2002
2002-1.90 ADOPTED November 26, 2002
AMENDING CHAPTER 12.1, ARTICLE 24 OF THE PERSONNEL
MANUAL REGARDING ALL PEOPLE WHO TRAVEL AT TOWN
EXPENSE
WHEREAS, the town desires to modify the Personnel Manual regarding all people who
travel at town expense; 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
(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, 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.
All people who travel at town expense shall adhere to town staff travel policies
established in this manual and administrative regulation. Council member travel
involving circumstances of an unusual nature must be submitted to the Council in
advance forapproval.
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.
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
expenses. Local business travel, without an expected overnight stay, where a
A RESOLUTION:
-2-
AMENDING CHAPTER 12.1, ARTICLE 24 OF THE PERSONNEL
MANUAL REGARDING ALL PEOPLE WHO TRAVEL AT TOWN
EXPENSE
personal vehicle or public transportation is used, need not be approved in advance,
however, the same form must be used for reimbursement. Local .business travel will
be defined as travel within a 125 'mile radius.
When travel is performed in a townowned 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, it 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
Town Council can approve ~ ~ ...... ~ ....
...................... ~, may provide written approval in
advance ov~mgh~for overnight reimbursement.
(b) Procedure for filing Travel Advance/Expense Form:
Any individual has the option of requesting direct payment to the related vendor(s),
being reimbursed after the completion of the trip, or receiving a cash advancement, or
a combination of these options.
A RESOLUTION:
-3-
AMENDING CHAPTER 12.1, ARTICLE 24 OF THE PERSONNEL
MANUAL REGARDING ALL PEOPI JE WHO TRAVEL AT TOWN
EXPENSE
If direct payment is needed to a vendor, the individual shall submit the announcement
stating specific dates of the function 15 days prior to payment requirement.
(c) Procedure for filing reconciliation of the Travel Advance/Expense Form
Within Sfive working days after the completion of the trip, all individuals must
complete and submit to the Department of Finance the final report of travel. The final
report must include reCeipts for expenditures attached or no reimbursement/allowance
will be authorized. If funds are due the town, reimbursement must be attached to the
final report.
PASSED this 26th day of November 2002.
Kristen C. Umstattd, Mayor
Town Of Leesburg
uncil
R02: AMEND GIb-TS3