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Home My WebLink AboutD-1901-08 Travel Reimbursable ExpensesSponsor: Councilor Carter ORDINANCE' D=1901-08 SECTION`2=61 OF THE CARMEL CITY CODE WHEREAS; the nature-of City of Carmel (`=City") operations frequently,requi4es City officials and City employees to perform lbusiness'and take advantage of educational opportuiiities at off siie locations; and WHEREAS, the City desires to fairly and adequately compensate officials and employees f.bt their travel' expenses; and WHEREAS,'it:is necessary from time'to-time to update.and clarify travel policies and to adjust reimbursement levels. NOW,,THEREFORE, BE, IT ORDAINED by the Common Council ofth_ the City of Carmel. Indiana, as follows: Seetion L. TIZe?foregoing Recitals':au-e incorporated Herein by this reference. Section 2. Chapter, 2,-Article '3, Division I11, Sections 2-6'1(b), 2-61(d) and 2- 61(e) ofthe Carmel City Cade should' be and the same-is hereby amended to read as follows: "See. 2-61. Travel and Related. Expenses. (b) Per dienis end metrl expenses. (1) .A per dieun is a flatrate, rcimbursement;for any and all expenses.incurred.in a. certain reimbursable travel category. The City will, pay per diems forIneal expenses only. No receipts are required for a,per.them payment, which shall'be made only after the employee completes travel and submits a claim for reirnbursement..However, the employee mustprovidc a copy of iis'travel, itinerary and.hotel-bill to document actual time of travel Per dieril rates shall be': a) Sixty-five dollars, ($65.00),.,including tips, a traveling outside, the,State of Indiana;, and b) _Pifty.dollars (S50.00),, including tips; if t.raveling within the State of Indiana. c) Per di cm rates: shall be prorated for partial day travel. ('Gravel thatends° after midnight will'not qualify an employee for an additional partial-day per diem, Eligible expenses incurred after midnight on a.retum trip will. be.reirtibursed only if receipts are provided.) (2) Meal expenses thaGare advanced and meal expenses for;travel.that is completed within one calendarday are nqt eligible for the per diem, and shall bepaid,at actual cost. Original receipts are required-to substantiate costs, which are subject to the limits shown above. Receipts should be itemized or, ifthe vendor does riot provide; an itemized receipt, include a statement from the;employce'indicating what food or beverage items were purchased .(credit.card:statentcnts'are not adequate documentation).. MaxinmmsInclude tips, which shall not exceed 20% of the cost of the meal. (d) Reimbursable expenses. (1) Meeting, training and seminar fees.. (2) Private vehicle,tirileage, whieh'shall be-paid at the current United States Internal Revenue Service,("IRS") reimbursement rate; as amended from time to time by the IRS. If anemployee"travels directly from home to an off-site busmcss ineeting, the round-trip mileage between home and;,work shallbe dedwed.frorn the total mileage. (3) Cost of rental car; collision da3nage°waiver* (CI]W) and fnelfor transportation hetween-airports lodging and business location if: a) Route _between airport and lodging or between lodging-and business location isxnotservcd'bytaxi,.subway or shuttle; or b) Other forms of transportation are available, but are•more costly than a rental car. *Any City employee who" uses,a rental car»for the conduc{of City business shall purchase collision,damage waiver (CDW) for the dpration.ofthe`rental. An employee who fails to purchase CD W shall be personally liable.for.incurred' expenses that would have been covered bythe•waiver. CDW may also be referred to as LOW (loss damage waiver). (4) Parking fees or tolls (affidavit)required ifii6 reeeipfis provided). (5) Fares ,for'taxis; shuttles, subways and other,;forms.oflocal transportation. (6) Coach airfares or fares'that.are commonly understood to be coach:rates,.oi any lower fares (Airfare slrall.include baggage fees and airline surcharges. It shall not include cliarges for food and beverages, which are?consideredrneal expenses.) When personal travel is.appended to.business travel,.reimbursement will be made only for the cost-of round trip travel to and'fiorrt:the"business location. The round trip rate-must be 2 docmnented:bya•printed itinerary from wtravel agency or web site: The department director must approve,alFsnch travel in -advance. (7) Lodging,expenses.for a standard ,room..Anyupgrade in accommodations shall he the.respohsibilityoftheefiriployee. (8) °Meal expenses. a) For overnight travel, meal expenses are reimbursable at the-flat pendiem rates listed in section (b) above. See;seotion (c)(3) above for alternate prepayment method. b) For travel completed within-bne calendar day,.rneals'shall be reimbursed at actual cost, up to.the maximums Iisted:in:secfion (6) above: (9) Tips or gratuities for bellhops, skycaps, taxi/shuttle d iversland others'who provide•necessary, services directly related to.business travel (affidavit required.if no receipt is provided)., (10) All-business telephone, calls andiup'to two personal`calls to home and/or to closest family member pe"r day; if _the employee has no access to a City-issued cell-phone. (1:1) In-room.otbusiness services interact connection, if necessary.-for business purposes: (e) Non-reimbursable expenses. (1) Expenses for entertainment or sen"'ices not directly scrvirig,dbusiness purpose; including„ but noflimited'to, in-room:movies;,alcohol, mint-bar, laundry service, saunas,. massages and golf. (2) Expenses for purchase of:personaP items such as clothing; accessories, and toiletries. (3) Long distance,or,local?personal phone ,calls ?(except eaLls tohome and/or-to closest family membe`r). (4) Rental carrfor recreational purposes. (5) Travel-upgrades onfees for schedule changes, that resulf.in no savings to the City, unless the, changes were necessitated by City work obligations approved by the employee`s department, director. (6) Fees for acquiring a passport: 3' (7) Liability insurance, personal accident insurance, personaleffect]s insurance or any other type of insurance offered by a rental car company. (Collision damage waiver (CDW) is'a reimbursable-expense and is required on all rentals used for City business) (8) Ezpenses4esulting from coin panion'travel, if the,compamon;is'not conducting official City business, and if the expense'is over and above the expense reasonably, incurred'bythe Cityemployee: alone. (9) Traffic tickets: issued by any poliee.department for violation ofan.ordinance, statute or law. (10) Late or interest•charges?for expenses charged-by an employee on his or. her personal accqunt; (11) Travel life.insurance•policies." 'Section 3. All prior City ordinances or parts thereof that are inconsistent with any provision of this, Ordinance are hereby repealed as of the effective, date, of this Ordinance. Section 4. If any portion of this Ordinance is decldred unconstitutional, invalid oa' unenforceable by the valid judgment or decree of any court of competent jurisdiction such unconstitutionally, iinvalidity orritnenforeeability shall nor affect any of the remainmg,portions of same. PASSED by the. Common .Council of the Cityof Carmel, 'Indiana, this 7 ' _ day of , 2008, by a;vote of '7 ayes and (7) nays. 4 Tilt CITY OF Kevin Rider W. Efic•Seide icker' Luci-Knyder ATTEST: Diana L. Cordray,aAMC, Clerk-Tre 'rer Presented by me to the Mayor of the City of Carmel,, Indiana this 8"-day of 2008, at T Z4 /??.M. Diana L. Cordray, ]AMC, Clerk-Tre'42 Approved'byme,,Mayorof the City of Carmel„Indiana,this lb"-day of 2608, at 1':s`Ca M' Brainard, Mayor ATTEST`. L. Cordray, IAMC, Barbara A. Lamb, of Human,Resources 5' Richard L. Sharp, President Pro-Tempore