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HomeMy WebLinkAbout03/03/2020 06F Lodging and Meal Reimbursements; YMC Amendment 2.20.086 (A) (2) ti i..asxntntj kd d g$Ag .. x°'naa.x,,4n 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 2 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. 3 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). 4 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. 6 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: