2006-273
%(+$1$%$1$-"$%.1,
2006273
AdditionalFileExists
AdditionalFileContainsRecordsNotPublic,AccordingtothePublicRecordsAct
Other
%(+$Ș2ș#§º«(´¯º¯§²¹
ReplacedbyOrdinance201729710/17/17JR
S:\Our Documents\Ordinances\06\CounciITravelOrdinance.doc
ORDINANCE NO. 20(;G-2'l3
AN ORDINANCE OF THE CITY OF DENTON, TEXAS ADOPTING A POLICY
REGARDING THE PAYMENT OF CITY COUNCIL TRAVEL EXPENSES;
ESTABLISHING A BUDGET FOR CITY COUNCIL TRAVEL EXPENSES; AND
DECLARING AN EFFECTIVE DATE.
WHEREAS, the Assistant City Manager for the City of Denton has presented a policy
(the "Policy") and budget for fiscal year 2006-2007 (the "Budget") regarding the payment of
City Council travel expenses which are attached hereto and made a part hereof by reference as
Attachments A and B, respectively; and
WHEREAS, the City of Denton's Audit/Finance Committee has reviewed and
recommended approval of the Policy and Budget; and
WHEREAS, the City Council desires to adopt the Policy and Budget as an official policy
and budget for the payment of City Council travel expenses; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. The Policy and Budget are hereby approved.
SECTION 2. In future years, the Budget will be provided as a part of the annual City of
Denton Budget.
SECTION 3. This Ordinance shall become effective immediately upon its passage and
approval.
PASSED AND APPROVED this the 2., C, fit. day of UetJkm ~r , 2006.
.
~'
ATTEST:
JENNIFER WALTERS CITY SECRETARY
BY:
ATTACHMENT A
CITY OF DENTON
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE
PAGE~OF --1
SECTION: ACCOUNTING REFERENCE NUMBER:
SUBJECT: REIMBURSEMENT OF CITY COUNCIL EXPENSES INITIAL EFFECTIVE DATE:
10/01/06
TITLE: TRAVEL EXPENSES LAST REVISION DATE:
10/01/06
ADMINISTRATIVE PROCEDURES:
The City of Denton will pay reasonable expenses, which are incurred in the course of City-related
business travel. The City has two objectives when paying travel-related expenses: (1) To provide
Council members sufficient funds to execute business on behalf of the City and (2) to safeguard City
funds by paying only reasonable and necessary expenses. This administrative directive outlines what
constitutes a reasonable and necessary expense.
Council members are responsible for insuring that travel expenditures comply with this administrative
directive and for the thorough review and approval of all documents necessary for the travel
transaction. Council members have the discretion to implement more restrictive procedures and/or
guidelines for their individual travel. The purpose of the required documentation is to provide
sufficient evidence to anyone, who reviews the travel transaction, that public funds were expended in
compliance with this administrative directive.
Council members traveling on behalf of the City of Denton are expected to utilize services and
accommodations appropriate for the business to be conducted. Council members are expected to travel
and conduct business in reasonable comfort and exercise good judgment in distinguishing between
comfort and extravagance.
I. Approval Required for Travel on Citv Business. The City will pay travel and registration fee
expenses required for City business or to enhance the knowledge of the individual for the benefit
of the City.
ACCT/POLICY/COUNClL
PAGE--LOF-1
POLICY/ADMINISTRATIVE PROCEDURE/ ADMINISTRATIVE DIRECTIVE (Continued)
TITLE: TRAVEL EXPENSES REFERENCE NUMBER:
A. Travel Advance Request Form: An advance for estimated travel expenses may be requested.
The Travel Advance Request Form must be signed by both the requesting Council member
and the Mayor or City Manager. The form must include the purpose of the trip, the
destination (city and state), and the departure/return dates and times. Travel Advance
Request Forms should not be submitted sooner than two to three weeks prior to the trip.
Following a trip, Council members must account for their travel advance by completing and
submitting an Expense Report Form to Accounts Payable within twenty (20) working days of
their return date. Unused travel advance money must be reimbursed to the City and
supporting documentation (receipt) attached to the Expense Report Form. Travel out of the
country will be allowed a reasonable extension to allow for the correct exchange rate
calculation.
B. Expense Report Form: An Expense Report Form must be completed for all travel. The form
must include the purpose of the trip, the destination (city and state), and the departure/return
dates and times. All receipts and supporting documents must be attached to the Expense
Report Form. Receipts should be affixed in date order to an 8 Y, x II sheet of paper and
attached to the Expense Report Form, and then forwarded to Accounts Payable after being
reviewed and signed by the Mayor or City Manager.
II. Reimbursable Expenses. The City will pay a Council member's actual expenses as authorized
within this administrative directive. Itemized receipts must be provided for all expenses.
Receipts must be an itemized copv from the vendor and not iust the credit card slip/balance
due. Failure to submit itemized receipts will render those expenses non-reimbursable.
Council members should use the most economical means available when using City funds.
A. Meals:
I. Travel-related meals will be reimbursed if an overnight stay is required or if multiple trips
are required during two or more consecutive days.
2. The City will not pay for meals for individuals who are not employed by the City of
Denton except with the written approval of the Mayor or City Manager stating the business
purpose of the meal. If an exception is granted, an itemized meal receipt with attendee
names must be attached to the Expense Report Form.
3. The City will pay for meals at scheduled seminars, training sessions, and other meetings,
but will not reimburse for meals elsewhere if the meal cost was included in the conference
fee. A conference itinerary/schedule must be included as supporting documentation. The
City will not pay for social or recreational conference functions that are separate ticketed
events not included in the base conference registration fee without prior written approval of
the Mayor or City Manager.
ACCT/POLICYICOUNCIL
PAGE-LOF --1
POLICY/ ADMINISTRATIVE PROCEDURE/ ADMINISTRATIVE DIRECTIVE (Continued)
TITLE: TRAVEL EXPENSES REFERENCE NUMBER:
B. Entertainment: The City of Denton will not reimburse Council members for entertainment
unless it is necessary for the purpose of the trip. Written approval from the Mayor or City
Manager stating the business purpose must be attached to the Expense Report Form.
C. Alcoholic Beverages: Under no circumstances will the cost of alcoholic beverages be
reimbursed.
D. Transportation:
1. First-Class Accommodations: Council members may choose to travel first-class, but the
City will only pay coach or tourist class fares.
2. Commercial Airlines: The City of Denton will pay for coach roundtrip airfare. Council
members are expected to take advantage of discounts whenever possible. However,
Council members are not required to fly at unusual times just to qualify for discounts.
Council members may retain frequent flyer miles and similar travel awards; however,
he/she shall not pay a higher price for the fare in order to obtain frequent flyer miles.
3. Private Air Carriers and Charters: Council members shall not use private airplanes or
charters without approval of the Mayor or City Manager. Cost savings or emergency
schedule requirements must be shown and included with the Mayor or City Manager's
written approval.
4. Vehicle Rental: When renting vehicles, the Council member's personal auto insurance is
the primary source of coverage in the event of an accident. The appropriate size of the
rental vehicle should depend on such factors as the number of passengers, and the
amount of luggage and/or equipment being carried.
5. Taxi: The City will reimburse Council member's taxi fares for required transportation.
When possible, a receipt must be attached to the Expense Report Form.
6. Personal Vehicles: Council members may use their personal vehicle for out-of-town
travel or same day (in-town) travel. A mileage log or other supporting documentation
must be attached to the Expense Report Form. The City of Denton will pay the Internal
Revenue Service mileage reimbursement rate in effect at the time of travel. When a
Council member's travel destination is more than 300 miles from the point of departure
(one-way), the City will not reimburse the Council member for expenses, such as
lodging, meals and incidentals, while in transit, which exceed the cost of a 21-day
advance round-trip coach airfare.
a. Personal car travel reimbursement is limited to the lesser of either the cost of making
the trip by 21-day advance coach airfare or mileage reimbursement. Appendix A is
ACCT/POLICY/COUNCIL
PAGE--LOF -Z
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued)
I TITLE: TRAVEL EXPENSES I REFERENCE NUMBER:
provided to help calculate the least expensive travel method, which is the amount that
will be reimbursed.
b. The City will pay for any additional City-related mileage at the destination. A
mileage log (Appendix B) or other supporting documentation must be attached to the
Expense Report Form.
c. The City will pay for same day or in-town City-related mileage. Same day or in-
town travel events may include City-related ceremonies and receptions, transportation
and mobility meetings/committees, and NTCOG meetings. A mileage log (Appendix
B) or other supporting documentation must be attached to the Expense Report Form.
d. The City will pay for parking expenses, including airport parking (at the general or
remote parking rate). For airport parking, supporting documentation must be
attached to the Expense Report Form and can be obtained from the airport's website.
Mileage reimbursement to the airport will be calculated from the Council member's
point of departure.
e. If a Council member is driving a personal vehicle outside of the City and has car
failure, the City will pay the expense of towing the vehicle to the nearest garage,
over and above the Council member's personal towing insurance coverage. The
Council member must pay for all repairs. The towing invoice and insurance
documentation, reflecting amount covered, must be attached to the Expense Report
Form.
E. Accommodations: The City will pay actual expenses for hotels, motels, or other lodging.
City Council members are not exempt from hotel taxes, and will be reimbursed for such
taxes.
The City will pay no more than the cost of a single occupancy room. If a Council member
shares a room with someone who is not an employee or official of the City or who is not
traveling on City business, and the room cost is higher than the single room rate, the bill
must be adjusted for the difference in cost.
F. Telephone: The City realizes that while out-of-town on City business there are personal
matters that must be attended; therefore, the City will pay the cost of one personal phone call
each day (not to exceed 10 minutes). The City will reimburse Council members for all
business calls. All phone calls must be documented as to whether personal or business in
nature. It is recommended that Council members purchase prepaid calling cards, which are
less expensive than hotel long distance rates. Internet connection fees incurred for business
purposes will be reimbursed, if approved by the Mayor or City Manager.
ACCTIPOLlCY/COUNClL
PAGE--LOF -1
POLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued)
II TITLE: TRAVEL EXPENSES I REFERENCE NUMBER: II
G. Incidental Expenses: The City of Denton will not pay for dry cleaning, shoe shining,
haircuts, magazines and books, tickets to the theater, sports events, or other such incidental
expenses. Incidental expenses covered include: fees and tips given to porters, baggage
carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, hotel servants
in foreign countries, and transportation between places of lodgings or business and places
where meals are taken.
H. Travel on Behalf of Other Agencies: With the approval of the Mayor or City Manager,
Council members may be authorized travel on behalf of other organizations. In unusual
circumstances, the Mayor or City Manager is authorized to approve an advance of City
funds for travel expenses incurred on such trips. The same guidelines outlined in this
administrative directive must be followed.
III. Other Authorizations/Approvals. Expense Report Form approval for Council members will be
the Mayor or City Manager. Expense Report Form approval for the Mayor will be the City
Manager.
ACCTlPOLICY/COUNCIL
PAGE~OF ~
POLICY/ADMINISTRATIVE PROCEDURE/ ADMINISTRATIVE DIRECTIVE (Continued)
I TITLE: TRAVEL EXPENSES I REFERENCE NUMBER:
APPENDIX A
AIRLINES PERSONAL VEHICLE
Airfare* _miles @ cents =
Airport Parking Destination Parking
Transportation
To/From Airport Additional Lodging
Other Additional Meals
Total Cost Total Cost
Lesser of above columns is the maximum reimbursement when choosing to drive to a destination versus
flying.
*A 21-day advance shall be used for airfare cost unless there are extenuating circumstances. A brief
explanation of these circumstances must be provided below. A price quote must be attached to this
form in order to obtain reimbursement. This quote may be obtained via the Internet web page of the
appropriate major airline.
ACCT/POLICY/COUNCIL
PAGE-LOF~
POLICY I ADMINISTRATIVE PROCEDUREI ADMINISTRATIVE DIRECTIVE (Continued)
II TITLE: TRAVEL EXPENSES I REFERENCE NUMBER: I]
APPENDIX B
MILEAGE LOG
NAME:
TOTAL
BEGINNING ENDING TRIP DESTINATION -
DATE ODOMETER ODOMETER MILEAGE FROM/TO
0
0
0
0
0
0
0
0
0
0
0
0
0
TOTAL MILEAGE FOR REIMBURSEMENT
o
Miles X .445 cents =
ACCTIPOLlCY/COUNCIL
ATTACHMENT B
CITY OF DENTON
CITY COUNCIL TRAVEL
FY 2006-07 PROPOSED BUDGET
Mayor
Overnight Mileage
Travel Reimbursement
$7,110 $2,670
$7,110 $2,670
$14,220 ** $2,670
$28,440 $8,010
Total
Budget"
$9,780
Mayor Pro-Tem
$9,780
Council Members (5)
$16,890
TOTAL
$36,450
* Represents a 10% reduction from the original proposed budget of $40,500.
** $2,844 for each Council Member. Council Members may, if needed, transfer their
balance to another Council Member.