HomeMy WebLinkAbout1998-008 Reimbursable Expenses ORDINANCE NO. 98- 0 8
AN ORDINANCE relating to personnel, increasing employee' mileage and
lodging and meal reimbursements . and amending
Subsection 2.20.086A of the City of Yakima Municipal
Code.
BE IT ORDAINED BY THE CITY OF YAIUMA:
Section 1. Subsection 2.20.086A 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; provided, that . the total
reimbursable expense for both lodging and meals shall not
exceed one _hundred seventy -five
dollars ($175) per day, including tips and gratuities;
provided further, that when conventions, conferences,
seminars or similar functions make expenditures in excess
of one hundred dollars one • hundred seventv -five dollars
($175) per day necessary for lodging and meals, in the
opinion of the city manager such excess expenditures may
be allowed and reimbursed when approved by the city
manager.
3. Necessary Minor Expenses. The actual amounts of
necessary, or usual and customary, minor expenses,
including tips and gratuities, shall be reimbursed."
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Section 2. This ordinance shall be in full force and effect 30 days after its
passage, approval, and publication as provided by law and by the City Charter..
PASSED BY THE CITY COUNCIL, signed and approved this I day of
r V2(-.t V Zy , 1998.
Ir? % ✓
JOHN PUCCINELLI, MAYOR
ATTEST:
'tent e— c c
CITY CLERK
Publication Date: 9'ao'5$
Effective Date: .3 - 2,4 - 9R
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 3
For Meeting Of 2/17/98
ITEM TITLE: An Ordinance Amending the
Yakima Municipal Code Pertaining to Private Vehicl- -nd
Lodging and Meal Travel Cost Reimbursement for ' it Employees
SUBMITTED BY: John R. Hanson, Department of Finance and Bu• get
CONTACT PERSONrTELEPHONE: Cindy Eppers6 575 -6070
SUMMARY EXPLANATION:
The purpose of the attached ordinance is to modify the mileage reimbursement from a
fixed amount of 30¢ to the amount allowed by the Internal Revenue Service (IRS),
currently 32.5 per mile, for City employees using their private vehicles for City business.
It also increases the daily maximum reimbursement for lodging and meals from $100 to
$175.
Historically, the City employee private vehicle travel reimbursement rate has been tied to
the higher of two rates: 1) the amount allowed by the State of Washington for its
employees' private vehicle use, 2) the amount allowed by the IRS for business vehicle
reimbursement. The current rate of 30¢ has been in effect since 1995. A recent check of the
(Continued )
Resolution Ordinance X Contract Other (Specify)
Funding Source r c
APPROVED FOR SUBMITTAL: _\
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i Manager
er 9
STAFF RECOMMENDATION: Adopt ordinance.
BOARD /COMMISSION RECOMMENDATION:
COUNCIL ACTION:
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IRS vehicle reimbursement allowances indicate a rate of 32.5¢ will be in effect for
1998. Yakima County recently amended its policy to allow reimbursement in this.
amount. (The State is currently at 310.)
In order to minimize the changes needed in the Municipal Code and to maintain
market rate reimbursements for the employees, we are recommending that the rate
be tied to the IRS reimbursement rate, instead of setting periodic fixed rates for
mileage.
The daily maximum reimbursement for lodging and meals has been $100 since 1984.
Prior to that, the rate was $40 (established in the early 1970's). Current market
conditions warrant the increase to $175.
Accordingly, the attached ordinance provides for an increase in the City of Yakima
private vehicle mileage reimbursement rate to the IRS reimbursement rate
(currently 32.50), and the daily maximum reimbursement for lodging and meals to
$175.
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