HomeMy WebLinkAbout03/03/2020 06F Lodging and Meal Reimbursements; YMC Amendment 2.20.086 (A) (2) ti i..asxntntj kd
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.F.
For Meeting of: March 3, 2020
ITEM TITLE: 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 Upload Date Type
L r Memo 212 120 r Memo
L rdi nance .20.0 0(A)( ) ear) d 214/ 020 C rdi mace
D rdinance 2.20.0 0(A)(2)Final 2/4/2020 Ordinance
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FINANCE
DATE: February 20, 2020
TO: Mayor and City Council
FROM: Steve Groom, Finance Director
Kimberly Domino, Finance Manager
RE: Amending Section 2.20.086(A)(2) of the Municipal Code for Reimbursable Expenses
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, changing the Lodging and Meal
Reimbursement from a maximum of$175 per day to an actual cost that is reasonable and prudent
and within budgetary controls.
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.
The Municipal Code was last updated in 1998, so, the daily maximum reimbursement for lodging
and meals has been $175 for 22 years. Prior to that, the rate was $100 established in 1984 and
prior to that $40 established in the early 1970's. A recent check of the US General Services
Administration allowances indicate that this may not be sufficient as this last rate was set 22 years
ago.
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 changed to actual
reasonable and prudent cost, using the US General Services Administration as a guideline
instead of setting periodic fixed rates for Lodging and Meals.
Accordingly, the attached ordinance provides for a change in the daily maximum reimbursement
for lodging and meals to actual reasonable and prudent cost.
Staff recommends approval of the attached changes to Municipal Code.
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ORDINANCE NO. 2020-
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 het the actual cost is reasonable and prudent. The U.S.
General Services Administration (GSA) is to be a guideline to determine reasonableness.
total reimbursable expense for both lodging and meals shah be fora reasonable amount
per day, including tips and gratuities; provided further, that Wwhen 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.
excess of one hundred seventy-five dollar:: per day necessary for lodging and meals, in
the opinion of the city manager, such excccc 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.
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).
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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 3rd day of March, 2020.
ATTEST: Patricia Byers, Mayor
Sonya Claar Tee, City Clerk
Publication Date:
Effective Date:
5
ORDINANCE NO. 2020-
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.
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PASSED BY THE CITY COUNCIL, signed and approved this 3rd day of March, 2020.
ATTEST: Patricia Byers, Mayor
Sonya Claar Tee, City Clerk
Publication Date:
Effective Date: