2488 i
ORDINANCE NO.
AN ORDINANCE TO ADOPT A TRAVEL POLICY FOR CITY
EMPLOYEES,ELECTED AND APPOINTED OFFICIALS FOR THE CITY 4
OF WEST MEMPHIS,ARKANSAS,AND FOR OTHER PURPOSES.
WHEREAS,the City Council of the City of West Memphis desires to adopt a Travel Policy
for the City employees, elected and appointed officials during travel directly related to official
business;
NOW,THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF WEST MEMPHIS,ARKANSAS,THAT:
SECTION 1. The Travel Policy of the City of West Memphis is adopted to read as follows:
TRAVEL POLICY
This guideline establishes the rule governing the eligibility for payment of expenses incurred by City
Employees, elected and appointed officials during travel directly related to official business. These
rules provide for the payment of travel funds and for the reimbursement of out-of-pocket expenses.
Responsibility
The authority for promulgation of rules defining the rates of allowable mileage, food and lodging
and similar travel expenses rest with the City Council based on the recommendation of the Budget
Committee.
The Finance Department ensures conformity to the procedures in this guideline. Normal audit rules
will be applied to establish conformance among city departments.
The Departments Heads are responsible for the dissemination of these procedures to all employees;
and for verification and submission of all Requisitions, Request for travel Forms, Travel Expense
Forms, and receipts and/or requests for reimbursement to Finance.
The individual employee traveling on official business is responsible for making sure he/she
understands this policy and complies with it. Any unusual circumstances or exceptions must be
clarified in advance and any deviations must be approved in writing in advance by the Department
Head.
NOTE* Reimburse or reimbursement as it appears anywhere in this procedure, references the fact
that detailed documentation must be provided with the Final Travel Expense Report.
In order to afford employees, elected and appointed officials, maximum flexibility in the
accomplishment of their assigned tasks,the City of West Memphis will pay travel expenses directly
related to official business in accordance with amounts authorized herein. Travel expenses for
official business may include the cost of out-of-town conferences involving professional
associations, intensive training of the"short course"nature and meetings with state and federal
authorities on program-related topics. All travel expenses for employees shall be approved by their
Department Head within their approved travel budget. Travel expenses for Department Heads shall
be approved by the Mayor. Travel by elected or appointed officials shall not require approval
subject to prior budget approval.
Procedure
Transportation
An employee may choose to extend travel beyond the time required to conduct the business purpose
of the travel. Time and expense incurred in excess of the business purpose are the responsibility of
the traveler. These arrangements must be approved in advance, in writing, by the traveler's
Department Head.
Airline ticket payment will be made for actual coach costs. The traveler has the option of using
their own resources(cash, credit card, etc.)to purchase reimbursable tickets, or the following
procedure may be utilized for the City to purchase tickets. A Purchasing Requisition payable to the
Credit Card Company,Airline Itinerary, and Confirmation Locator Number(supplied by the airline
for tickets placed on 24 hour hold) must be submitted to Finance Department as soon as possible
after reservations are made. Transferring tickets is not allowed. FAA regulations state that tickets
must be issued in the traveling employee's name.
Mileage reimbursement for use of a private vehicle is allowable in the event a City-owned vehicle is
not available. Mileage shall be reimbursed at a rate of forty-seven(47)cents per mile(Current IRS
rate is 57). Trip distances shall be computed(and printed)using Map Quest or similar software.
However,personal vehicle mileage reimbursement shall not exceed the lowest coach airfare
available at the time of the travel request(documentation must be provided); nor shall food and
lodging expense be for more that one additional day of travel time to and/or from the destination
city. Any exceptions to this must have prior approval in writing from the Finance Department
Head. Reimbursement for use of personal vehicles to travel to and from the airport will be one
round trip if utilizing airport parking, or two round trips if not utilizing airport parking. Mileage is
paid from City Hall or the travelers normal work location to the airport and back. If travel is
mandated by the Department Head's written directive on a non-regularly scheduled workday,round
trip mileage from the traveler's home of record is authorized.
Taxi fare and similar public transportation is reimbursable, for all necessary City business related
trips.
Rental vehicles require prior written approval from the appropriate Department Head. Written
justification for renting vehicles as well as cost estimates for the rental of the vehicle and collision
insurance, if you plan to purchase insurance, must accompany all requests for travel. Actual costs of
mid-sized or smaller vehicles rented from recognized car rental agencies(Avis, Hertz,National
z '
Budget, Dollar etc.) are reimbursable. When more that four(4)employees are traveling to the same
destination,reimbursement for actual costs of renting vans shall be allowed.
Fuel for City-owned vehicles is reimbursable. Use of City-owned vehicles outside City limits
requires written justification from the traveler's Department Head.
Food
Meals for partial day or full day travel are not reimbursable. Same day or Full day travel shall be
defined as an initial departure time prior to 8:00 a.m. and return of at least 8:00 p.m.
Meals are reimbursable for overnight travel.
The maximum allowable reimbursement shall be for two meals. The per meal allowance, shall be:
Breakfast $12.00
Lunch 20.00
Dinner 25.00
Maximum Daily Total $45.00
In cases where a meal is provided by the attended function,unless the Department Head provides
prior written approval,the allowance will not be paid for the meal.
Reimbursement of meals for other purposes for official city business must state the name of the
guest(s), nature of business, and be approved by the Department Head based on prior budget
approval.
The City shall not reimburse the costs of alcoholic beverages.
Lodging
The City will reimburse charges for room rate, taxes, and phone calls made on behalf of the City,
where it is reasonably expected that a prudent traveler could not return to their residence.
Parking
Expenses incurred for parking are reimbursable. Any airport parking shall be reimbursed at the
long-term parking rate.
Submission of Actual Expenses shall be as follows:
The traveler must submit a completed copy of the Travel Expense Report(with receipts and/or
request for reimbursements)to the Accounts Payable section of the Finance Department within 14
workdays of return.
After 14 days, all follow up will be addressed through the appropriate Department Head to the
traveler.
NOTE* Reimbursement as it appears anywhere in this procedure, references the fact that detailed
documentation must be the expenses and explain the business purposes (who, what, when, where,
and why) for the expense. Lodging expenses must be itemized by day, and show all miscellaneous
expenses. Expenses will not be reimbursed without detailed, supporting receipts.
SECTION 2. All ordinances or parts of ordinances in conflict herewith are hereby repealed
to the extent of any such conflict.
PASSED AND APPROVED this-' day o &f� � , 20/4/
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ATTEST:
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SPONSORED BY:
RECEIVED
C' Clerk's i