1978-03 Authorizing Travel & Establising Reimbursement Rates for Employees Travel Expenses_ . _.
RESOLUTION N0. 3-78
A RESOLUTION OF THE VILLAGE COUNCIL OF NORTH PALM BEAC}{,
}'LORI DA, AUTHORIZING TRAVEL BY VILLAGE OFFICIALS AND EMPLOYEES AND
F,51'ABLISHING RATES FOR REIMBURSEMF,NT OF EXPENSES INCIDENTAL FOR SUCI[
' TRAVEL.
BF. IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIllA:
Section 1. Pursuant to Chapter 112.061 Florida Statutes,
the Village of North Palm Beach hereby adopts a policy to authorize
travel by Village Officials and Employees and to establish rates for
reimbursement of expenses incidental for such travels, copy of which
is attached hereto, marked exhibit I, and by reference made a part
hereof.
Section 2. All Resolutions or parts of Resolutions in
ca~flict with this Resolution are hereby repealed.
Section 3. This Resolution shall take effect immediately
upon passage.
PASSEll AND ADOPTF.ll THIS 23RD DAY OF FEBRUARY, 1978.
A7'TES T
/s/ llolores R. Walker
Village Clerk
i~
J
/s/ M. C. Love, Jr.
MAYOR
1._.
F,X}tI13IT I
1'I[F, TEZRVF.L POLICY OF NOIfI'}[ PRLM I3EACIf, FI+ORIDA
R. DEFINITIONS
(a) Vi..l.lage Official - An individual who in the perf'orm-
ance of his official duties is vested by law wi.ih
pocvcrs of government and who is elected by the
people, or appointed by the Vi7.lage Council and has
jurisdiction extending throughout the municipality,
or any person lawfully serving as either of the
foregoing classes of individuals as designee or
successor.
(b)' Employee or Public Employee - An individual, other
'Chan a Village official as defined herein, who is
occupying a regular or full-time authorized posi-
tion and is responsible to the Village Planager.
(c) 9'ravel.er - A Village Official or employee who is
performing authorized travel.
(d) Travel F,xpense -The usual. ordinary and incidental.
expenditure necessarily incurred by a tr.avcler.
(e) Common Carrier - 1'ra:in, bus, commercia]_ air7.ine
operating scheduled i'7.ights, or renta]. cars of
an established rental firm.
(]') Travel L`ay - A period of twenty-four hours con--
si.sting of four quarters of six hours each.
(g) Trave]. Period - A period of tune between the time
of departure and time of return.
(}~) Ruthorized Travel - That travel approved by Village
Council through an appropriation orcl_inance atxl
approved in advance by the Village Pianeger; or travel
approved by Village Council extemporaneously.
(i) Class A Travel. - Continuous travel 01' twenty-ibur
hours or more away from the Village which involves
overnight absence.
(j) Class }S 'Gravel -Travel for a short or clay trip
not invol.v.ing overnight absence.
(}:) Village - 1'hc Village of North Yalu ]leach, I'l.or.i_rla.
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B. AUTHORITY TO INCUR TRAVEL EXPENSE
(a) All travel must be sanctioned by budgetary appro-
priation. Additional authorization must be obtained
fran the Village Manager for all employee travel.
(b) L'xpenses of travelers shall be limited to those i.n-
curred in the performance of a public purpose and shall
include, but not be limited to, Village business,
conventions, conferences and training or education by
which attendance would serve a direct benefit for
the Village of North Palm Beach.
C. RATES OP SUBSISTENCE ALLOWANCE
For the purpose of reimbursement and to establish method of
calculation, subsistence allowances to be paid are as follows•
(a) h}eal.s only - Authorized travelers may be allowed
for subsistence while on official business for
the Village at a maximum amount of: $15,00 per day.
(b) Reimbursement for reasonable and necessary ex-
penses in excess of the rate above will be per-
mitted if substantiated by receipts and so authorized
by the Village Manager.
P. TRANSPORTATION
(a) Travel by common carrier.
All travel shall be upon established direct routes, and
shall be at coach or tourist fare rates. If a traveler
elects to take an indirect air route for his convenience,
costs in excess of the rate fora direct route passage
shall be borne by him and he shall be reimbursed only for
such direct route rate. The Village Manager shall detervnine
the most cost effective method of travel for each trip,
and in making his determinations, shall consider the
i'oilowing conditions:
(1) The nature of the business
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("L) 1'he most efficient and economical means
of travel (consideri.ng time, cost of trans-
portation and per diem or subsistence re-
quired)
(3) 7~he number of persons making the trip and
the amount of equipment or material to be
transported.
(b) Travel by private vehicle.
(7.) The use of a privately owned vehicle for
official travel in lieu of public vehicle
or common carrier may be authorized by the
Village Manager, i.f a publicly owned vehicle
is not available. If traveling by privately
owned vehicle, the traveler shall receive re-
imbursement of a mileage allowance not ex-
ceeding 17 cents per mile or the common
carrier fare for such travel as determined by
the Village Manager.
(2) All mileage shall be computed from point of
origin to point of destination, and when pos-
sible shall be computed on the basis of the
current map of the State Road Department.
Vicinity mileage necessary for conduct oi'
office business is allowable but must be
shown as a separate item on expense vouchers.
(3) No traveler shall be allowed mileage or trans-
portation expense if he is gratuitously trans-
ported by another person, or when transported
by another traveler who is entitled to mileage
or transportation expense from the city.
};. OTHPR T;XPFNSES
7'hc i'o].l.ow:ing incidental travel expenses may be reimbursed:
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(a) Taxi. or Limousine fares.
(b) Ferry fares, and bridge, road and tunnel tolls.
(c) Storage or parking fees.
(d) Comrmmication expenses.
(e) :Conference or Convention registration fees if at-
tendance at such eoni'erence or convention serves
a direct public purpose with relation to the per-
son attending such meetings.
F. RULES RND REGl1LRTI0NS.
(a) 1'he Village Manager may promulgate such rules and
regulations, and prescribe such forms as shall be
necessary to effectuate the purposes o£ this
Resolution.
G. REVIEW OF RRTES.
(a) R11 allowance rates for succeeding years shall be
established concurrently with passage of the
annual budget appropriation ordinance.