2613 ORDINANCE NO. 2613
AN ORDINANCE TO AMEND ORDINANCE NO. 2567,ADDENDUM 2—
TRAVEL REIMBURSEMENT POLICY INCREASING THE MILEAGE
TO THE STANDARD RATE FOR BUSINESS TRAVEL TO MATCH THE
CURRENT IRS RATE.
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:
ADDENDUM 2—TRAVEL REIMBURSEMENT POLICY
to the EMPLOYEE HANDBOOK
CITY OF WEST MEMPHIS TRAVEL REIMBURSEMENT POLICY
INTRODUCTION
In order to afford employees, elected and appointed, maximum flexibility in the accomplishment
of their assigned tasks, the City of West Memphis("City")will pay eligible travel expenses
directly related to official business. Travel expenses for official business may include the cost of
out-of-town conferences involving professional associations, training, and meetings with state
and federal authorities on program-related topics. All travel expenses for employees shall be
approved by their Director 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. Extended travel time and expense incurred in excess
of the business purpose are the responsibility of the Employee and must be approved in advance,
in writing, by the employee's supervisor. Any travel outside of the Tri-State Area(defined as
Arkansas, Tennessee, and Mississippi) must be approved by the Mayor.
TRANSPORTATION
Airline ticket payment will be made for actual coach costs. The Employee 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 Purchase 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 Purchasing
Department or the Finance Department as soon as possible after reservations are made.
Transferring tickets is prohibited.
Mileage reimbursement for use of a private vehicle is allowable in the event a City-owned
vehicle or the Courtesy Car is not available. Effective September 1, 2022, mileage shall be
reimbursed at the published IRS rate as amended from time to time. 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
than 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 Department Director. 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
Employees normal work location to the airport and back. If travel is mandated by the manager's
written directive on a non-regularly scheduled workday, round trip mileage from the employee'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 Department Director. Written
justification for renting vehicles as well as cost estimates for the rental of the vehicle and
collision insurance must accompany all requests for travel. Actual costs of mid-sized or smaller
vehicles rented from recognized car rental agencies are reimbursable. When more than 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 employee's manager.
ADDENDUM 2—TRAVEL REIMBURSEMENT POLICY
to the EMPLOYEE HANDBOOK
MEALS
Full day travel shall be defined as an initial departure time prior to 7:00 A.M. and return of at
least 7:00 P.M. Allowances for travel within Arkansas shall be up to $57.00 for all meals with
tips included. Allowances for meals out of state shall be based on the General Services
Administration(GSA)travel rates and shall not exceed the total daily amount. Itemized receipts
must be turned in with travel forms.
Meals for partial day travel shall be paid on a per diem rate depending on departure and arrival
time. Partial day travel shall be defined as an initial departure time later than 8:00 A.M. and/or
return time of earlier than 6:00 P.M. The maximum allowable reimbursement shall be for two (2)
meals. The per meal allowance in Arkansas, including tip, shall be: Breakfast-$12.00;
Lunch$20.00; Dinner-$25.00.
Employees will not be eligible for meal per diem when meals are included in Conference
Registration unless a request is made by the Employee due to one (1) or more of the following
conditions: (1)the employee is unable to consume the meal(s) provided because of medical
requirements or religious beliefs; (2)the employee purchased a substitute meal(s)to satisfy their
medical requirements or religious beliefs; and/or(3)the employee was unable to take part in the
provided meal(s) due to the conflict of official business.
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 Director of the department based on prior
budget approval. The City shall not reimburse the costs of alcoholic beverages.
LODGING/PARKING
The City will reimburse charges for room rate, taxes, and work-related expenses where it is
reasonably expected that a prudent employee could not return to their residence. Expenses
incurred for parking are reimbursable. Any airport parking shall be reimbursed at the long-term
parking rate. Employees may be reimbursed for tips related to parking expenses, up to fifteen
percent(15%) of the parking cost.
REQUESTS FOR REIMSURMENT/DOCUMENTATION:
The employee must submit a completed copy of the Travel Expense Report to the Purchasing
Department or the Finance Department within ten(10) workdays of return. In addition,the
employee must also provide detailed supporting documentation related to the reimbursable
expense(s), including itemized receipt(s), an explanation of the business purpose(s), and other
relevant information.
ACKNOWLEDMENT
By signing below, employee certifies that he/she understands, agrees, and acknowledges the
terms and conditions of travel reimbursement use as described above.
Employee Signature: DATE:
Printed Name:
PASSED AND APPROVED this's , day of /n,(/%v , 2022.
m„6/4.1.4 e.t)
CO M. McCLENDON, Mayor
ATTEST:
A ES:P M, City Clerk
SPONSORED BY. •