HomeMy WebLinkAboutD-680 Travel Expense PolicyORDINi~C~- NO. D- ~ ~O
AN ORDINANCE ESTABLISHING A TRAVEL-EXPENSE POLICY
FOR CITY OF CARMEL EMPLOYEES
WHEREAS, it is occasionally necessary for City personnel and
officials to travel on City business; and
WHEREAS, it is inappropriate for such persons to expend
personal funds on behalf of the City;
NOW, THEREFORE, BE IT ORDAINED by the Common Council of the
City of Carmel, Indiana, that the following travel-expense
allowance policy be enacted:
I. Definitions
A. The term "travel" shall mean to commute from th~ City of
Carmel, Indiana, to locations outside the City of Carmel by means
of automobile, taxi cab, bus, train, airplane, truck, or other
conventional and accepted means of transportation. Locations
outside the City of Carmel shall not include travel to the
employee or official's home from his office in Carmel.
B. The term "employee" shall mean any person, male,or
female, who is paid a wage or salary by the City of Carmel,
Indiana. This term shall include, but is not limited to, persons
employed in any City department, the Common Council, the City
executive and staff, a member of a City of Carmel board,
commission, or any other elected City official. This term shall
not include an independent contractor or any person, whether
employed or not, who is incurring such expense as a result of a
separate contractual relation with the City of Carmel, which
contractual relation provides for or includes such expense.
II. Reimbursement Policy
for Travel and Related Expenses
Any expense incurred by a City employee related to that
employee's official duties, responsibilities, or actions while
participating in or on behalf of official City of Carmel business
shall be reimbursable when they meet the following guidelines.'
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Mileage shall be reimbursed to the employee using their
private vehicle for travel related to official City
business. Mileage shall be reimbursable at the current
State reimbursement rate level, which may change as the
State rate changes.
Any fees for parking or tolls paid while a City
employee is on official City business, however, the
same shall not include traffic tickets issued by any
police department for an ordinance or state violation.
Whenever an employee travel outside the corporate
limits of the City of Carmel on official business,
meals, lodging, and expenses necessary and relevant to
said travel shall be reimbursable.
Whenever an employee travels by air, only coach fares
or fares which are commonly understood to be coach
rates, and any restricted or lower fare, if available,
will be reimbursed.
Expenses for City employees and departments related to
the employee's official business, such as meeting
expenses, seminar expenses, and such related items,
shall be reimbursable,whether inside the corporate
limits or not.
Any claim for reimbursement of travel or expense on
official City business must be itemized by the employee
and documented by receipts. In the event a receipt is
unavailable, lost, or destroyed, the employee may
obtain reimbursement by signing an affidavit that the
expense was incurred on behalf of City business.
All expenses arising from official City business and
which are expected to be reimbursed, shall be reviewed
and authorized by the employee's'department head prior
to its submission for payment to confirm that the
claims submitted fall within the guidelines of this
policy and are within that department's travel or
appropriated budget.
ALL OF WHICH IS ORDAINED by the Common Council of the City
of Carmel, Indiana, .this ~ day of ~~~,~ , 1990.
CITY OF CARMEL, INDIANA
ATTEST ..
SUSAN W. JONES
surer