HomeMy WebLinkAbout2020-007 Lodging and Meal Reimbursements; YMC Amendment 2.20.086 (A) (2)ORDINANCE NO. 2020-007
AN ORDINANCE relating to personnel; amending Subsection 2.20.086(A)(2) of the Yakima
Municipal Code relating to lodging and meal reimbursements.
BE IT ORDAINED BY THE CITY OF YAKIMA:
Section 1. Subsection 2.20.086(A)(2) of the City of Yakima Municipal Code is
hereby amended to read as follows:
2.20.086 Reimbursable expenditures —Amounts.
A. All officers and employees shall, in addition to their prescribed rates of pay, be reimbursed
for the following listed expenditures:
1. Transportation. The actual fare shall be paid for transportation by common carrier.
Reimbursement at the per mile rate authorized by the Internal Revenue Code of 1989, as
amended from time to time, shall be made for the use of private auto; provided, the
reimbursement for travel by private auto to a point outside the state of Washington shall
not exceed the total expense for such travel by commercial air coach including related
and incidental transportation expenses such as limousine or taxi fare, car rental, parking
fees and similar costs.
2. Lodging and Meals. The actual expense for lodging and meals shall be paid at actual
cost, so long as the actual cost is reasonable and prudent. The U.S. General Services
Administration (GSA) is to be a guideline to determine reasonableness. When travelling
on city business and requires expenditures beyond the GSA guideline, such excess
expenditures may be allowed and reimbursed with division managerial review and within
the division's budget.
3. Necessary Minor Expenses. The actual amounts of necessary, or usual and
customary, minor expenses, including tips and gratuities, shall be reimbursed.
4. Some departments have developed other policies for budgetary purposes, and these
policies will take precedence in processing reimbursements.
B. All reimbursed expenses must be necessary, reasonable, within budget limits set for travel
and training, and incurred in the conduct of the business of the city. When two or more
representatives of the city attend the same meeting, transportation shall be planned to avoid
needless duplication of automobiles. Employees shall obtain approval prior to taking any trip
from their department head and from the city manager. (Ord. 2014-023 § 2 (part), 2014: Ord.
98-8 § 1, 1998; Ord. 95-9 § 1, 1995; Ord. 3326 § 1, 1990; Ord. 3237 § 1, 1990; Ord. 2743 § 1,
1984: Ord. 2414 § 1, 1980: Ord. 2088 § 2, 1977: Ord. 2022 § 1, 1976: Ord. 1614 § 3, 1974:
Ord. 858, 1966: Ord. 748, 1965: Ord. 213, 1960: Ord. 194 § 9B, 1960).
Section 2. This ordinance shall be in full force and effect 30 days after its passage,
approval, and publication as provided by law and by the City Charter.
PASSED BY THE CITY COUNCIL, signed and approved this 3rd day of March, 2020.
ATTEST:
eat
Sonya Claar Tee, City Clerk
Publication Date: March 6, 2020
Effective Date: April 5, 2020
IL/ eW
/Patricia Byers,yor
ITEM TITLE:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEM ENT
Item No. 6.F.
For Meeting of: March 3, 2020
Ordinance relating to personnel; amending Subsection 2.20.086(A)
(2) of the Yakima Municipal Code relating to lodging and meal
reimbursements
SUBMITTED BY: Steve Groom, Director of Finance and Budget
Kimberly Domine, Financial Services Manager
SUMMARY EXPLANATION:
The purpose of the attached ordinance is to modify Municipal Code Section 2.20.086(A)(2) to
update the reimbursement amount for lodging and meals. This section of the Municipal Code
was last updated in 1998. Staff recommends replacing a fixed dollar amount with a guideline that
will still keep controls in place.
Staff recently conducted a review of the City's Purchasing Card process, in conjunction with the
Washington State Auditor's Office. Specific fixed dollar amounts vary by region and by city, as
well as over time. Expenses will still have controls in place to exercise proper stewardship:
Departmental budgetary line -item control, supervisory review by management of every expense,
and prior supervisory travel expense approval.
ITEM BUDGETED: NA
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Pass Ordinance.
ATTACHMENTS:
Description
r Memo
Ordinance 2.20.0edl i n
Ordinance 2.20.0
2
Final
Upload Date
212012020
4
0
4/2020
Type
r Memo
Ordi nance
Ordi nance