89-O-37ORDINANCE NO. 89-0-37
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF EDGE -
WATER, FLORIDA, AMENDING CHAPTER 9, "FINANCE" OF THE
CODE OF ORDINANCES OF THE CITY OF EDGEWATER, FLORIDA,
BY CREATING A NEW SECTION 9-7 ENTITLED "TRAVEL AND PER
DIEM EXPENSES" BY PROVIDING FOR AN EQUITABLE TRAVEL
POLICY FOR CITY EMPLOYEES; PROVIDING FOR DEFINITIONS;
VESTING AUTHORIZATION FOR TRAVEL WITH THE CITY MANAGER;
PROVIDING EQUITABLE PER DIEM AND SUBSISTENCE
ALLOWANCES; PROVIDING RULES FOR TRANSPORTATION;
AUTHORIZING ADVANCE PAYMENTS; PROVIDING REIMBURSEMENT
FOR INCIDENTAL EXPENSES; CONTAINING A REPEALER
PROVISION, A SEVERABILITY CLAUSE AND PROVIDING FOR
AN EFFECTIVE DATE.
NOW, THEREFORE, BE IT ENACTED BY THE PEOPLE OF THE CITY OF
EDGEWATER, FLORIDA:
SECTION 1. Section 9-7 of Chapter 9 of the Code of Ordi-
nances of the City of Edgewater, Florida, be and is hereby creat-
ed to read as follows:
Section 9-7. Travel and Per Diem Expenses
Section 9.7-1 Definitions. For the purpose of this ordi-
nance, the following words and phrases, when used in this ordi-
nance, shall, for the purpose of this ordinance, have the mean-
ings respectively ascribed to them in this Ordinance, except
where the context otherwise requires:
(1) "Authorized Person" shall mean:
a. A person other than a public officer or employee as de-
fined herein, whether elected or commissioned or not, who is auth-
orized by a Derpartment Head to incur travel expenses in the per-
formance of his/her official duties.
b. A person who is called upon by the City to contribute
time and services as consultant or adviser.
C. A person who is a candidate for an executive or profes-
sional position.
(2) "Class A travel" shall mean continous travel of 24
hours or more away from official headquarters.
(3) "Class B travel" shall mean continuous travel of less
than 24 hours which involves overnight absence from official head-
quarters.
(4) "Class C travel" shall mean travel for short or day
trips where the traveler is not away from his official headquar-
ters overnight.
(5) "Common Carrier" shall mean train, bus, commercial air-
line operating scheduled flights, orrental cars of an established
rental car firm.
(6) "Employee or Public Employee" shall mean an individual,
whether commissioned or not, other than an officer or authorized
person as described herein, who is filling a regular or full-time
authorized position and is responsible to a City Department Head.
(7) "Foreign Travel" shall mean travel outside the United
States.
(8) "Officer or Public officer" shall mean an individual
who in the performance of his/her official duties is vested by
law with sovereign powers of government and who is either elected
by the people, or commissioned by the Governor and has jurisdic-
tion extending throughout the state, or any person lawfully serv-
ing instead of either of the foregoing two classes of individuals
as initial designee or successor.
(9) "Travel day" shall mean a period of 24 hours consisting
of four quarters of 6 hours each.
(10) "Travel period" shall mean a period of time between the
time of departure and time of return.
(11) "Traveler" shall be defined as public officers such as
mayor, councilmember, City Manager, City Attorney, and public
employees such as those employed by the City Manager to fill bud-
geted positions and others whose travel has been previously ap-
proved by the City Manager.
Section 9.7-2 Authorization
Authorization for reimbursement of travel must be approved
in writing by the City Manager in advance. Travel funds must be
available in the appropriation account of the department prior to
incurring any travel expenses.
Section 9.7-3 General Provisions
Individuals authorized to travel for the City will be permit-
ted transportation per diem and subsistence allowance and the
usual ordinary and incidental expenditures as defined in Section
9.7-7.
P
Section 9.7-4 Per diem and subsistence allowance
For purposes of reimbursement, rates and methods of calcula-
tion of per diem subsistence allowances shall be divided into one
of the following groups. The City Manager may reduce the pre-
scribed minimum rate should it be determined that the maximum
allowable rate is not justified by travel.
a. All travelers may be allowed for subsistence when
travelling out of the state either of the following:
1.
Up
to
fifty dollars ($50.00)
per diem; or
2.
Up
to
the amounts permitted
in subsection (c)
of this section for meals, plus actual expenses
for lodging as substantiated by paid bills.
b. All travelers may be allowed subsistence when travelling
in state either of the following:
1. Up to thirty-five dollars ($35.00) per diem; or
2. Up to the amount permitted in subsection (c)
of this section for meals, plus actual expenses
for lodging as substantiated by paid bills.
C. All travelers may be allowed for subsistence while on
travel not requiring an overnight stay on official business, or if
not selecting the per diem rate, the following amounts;
All Employees Department Heads/Suvervisors Council
Breakfast - Seven ($7.00) dollars
Lunch - Eight ($8.00) dollars
Dinner - Fifteen ($15.00) dollars
d. An out-of-state or in -state traveler may be reimbursed
for actual expenses. Actual expenses shall be substantiated by
paid bills.
Section 9.7-5 Rules
for transportation
All travel must be
by usual
travel route.
When a person
travels by an indirect route for his own convenience, any extra
cost shall be based only on such charges that would be incurred
4
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by the usually traveled route.
The use of a privately owned vehicle for official travel in
lieu of publicly owned vehicles or common carrier may be authoriz-
ed by the City Manager. Whenever travel is by privately owned
vehicle, upon the determination of the City Manager, the traveler
shall be entitled to twenty-one ($0.21) Cents per mile or to the
common carrier rate for such travel, whichever is less.
Section 9.7-6 Advance payment
Employees performing travel for official puprposes may draw
an advance on their estimated expenditures. The amount shall be
subject to the approval of the City Manager,
Section 9.7-7 Incidental expenses
The following incidental expenses of the traveler may be
reimbursed:
a. Taxi or other miscellaneous transportation;
b. Ferry fares, bridge, road and tunnel tolls;
c. Storage or parking fees;
d. Business communication expense; and
e. Conference registration fees.
SECTION 2. That all ordinances or parts of ordinances and
all resolutions in conflict herewith, be and the same are hereby
repealed.
SECTION 3. If any section, part of a section, paragraph,
clause, phrase or word of this ordinance is declared invalid, the
remaining provisions of this Ordinance shall not be affected.
SECTION 4. This Ordinance shall take effect immediately
upon its adoption by the City Council of the City of Edgewater,
Florida, and approval as provided by law.
This Ordinance was introduced by Councilman Hatfield
This Ordinance was read on first reading and passed by a
vote of the City Council of the City of Edgewater, Florida, and
approval as provided by law, at a Regular meeting of
said Council held on the ?n day of November, , 1989.
The second reading of this Ordinance to be at a Regular
meeting of the City Council of the City of Edgewater, Florida, to
be held on the 18th day of December , 1989.
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ROLL CALL VOTE ON ORDINANCE NO. 89-0-37
Mayor
SECOND READING:
This. Ordinance read and adopted on second reading at a
Rya -,t 5r. meeting of the City Council of the City of Edge -
'water,. Florida, and authent'cated this 18 day of December
1989.
Mayor
T:h;i; r I n re ed by-