3. Review Expense Reimbursement Policy Meeting Date: 08/28/2012
Agenda Item: e�
� f E
\�
City Council Agenda Report
City of Scandia
14727 2091h St.North
Scandia, MN 55073 (651) 433-2274
Action Requested: Review the City's Expense Reimbursement Policy.
Deadline/Timeline: N/A
Background: • At the July 31 work session on the 2013 budget,the Mayor asked that
the Council review the policy, specifically the provisions regarding
reimbursement for travel by the mayor and city council members
(section A.4.)
• Staff was asked to obtain examples of policies employed by other
cities. A question was posted to the ListServs operated by the League
of cities for Adminish-ators and Clerks and the Minnesota City
Management Association. Responses were received from 33 cities.
T'he results are summarized on the attached page. The majority
appear to have policies similar to Scandia's.
Recommendation: • The Council should determine whether an amendment to the
policy is needed. If the desired change would result in the city
incurring additional expenses, it may also be necessary to revise
the current or future budgets accordingly.
Attachments/ • Summary of Survey
Materials provided: . City of Scandia Expense Reimbursement Policy
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(expense reimbursement policy)
Page 1 of 2
08/24/12
Informal Survey of Minnesota Cities
August, 2012
Does your city have a policy providing for reimbursing travel expenses of the Mayor and/or City
Council members? Is it different for travel inside or outside of your city?
Number Response Cities
19 We have a policy allowing for reimbursement only Eagan, Prescott WI, Mendota
for travel (mileage) outside of city limits (same as Heights, Savage, West St.
Scandia's policy) Paul, Mayer, Wilmar,North
Oaks, Morris, Spicer,
Wabasso, Centerville, Forest
Lake, Isanti, Burnsville,
Shakopee, Melrose,
Montgomery, Winnebago
9 Our policy allows for reimbursement of all travel Byron (don't ask unless more
(mileage) including inside the city,but the Council than 50 miles), Circle Pines
does or only rarely utilizes it based on local custom. (Mayor only, and only if out
of town), Elko/New Market,
St. Michael (only out of town
more than 20 miles),
Claremont (city is 1 square
mile,pop. 646), Bloomington
(none requested in last 5
years), Waite Park (only ask
for outside city limits), Heron
Lake; Blaine (only mayor
submits, no Council-specific
policy)
3 Policy allows for mileage under very specific Minnetrista(see attached),
circumstances. Apple Valley(see attached),
New Ulm (out of town
conference or scheduled
meeting only)
1 A mileage allowance ($213 mayor, $166 council) Rochester
covers inside city travel, reimburse for outside the
city at IRS rate.
1 No travel reimbursement at all for Council. South St. Paul
Page 2 of 2
08/24/12
Here is Minnetrista's policy, per City Code:
205.03. Expense Reimbursement.
Subdivision 1. Meeting travel expenses. The mayor and city council members
may be reimbursed by the city for reasonable travel expenses incurred while attending
or appearing at any of the following:
(a) special meetings of the city council;
(b) regularly scheduled meetings of a board, commission, committee or other
entity of the city or one of which the city is a member and which does not
reimburse its members;
(c) appearances related to litigation, such as depositions, court hearings and
trials;
(d) appearances to testify on behalf of the city at the proceedings of another
governmental unit or agency;
(e) meetings which the city council directs or appoints the mayor or a city
council member to attend; and
(fl business meetings with the city administrator.
Mileage shall be reimbursed at the rate approved by the United States Internal
Revenue Service.
Mike Funk � City Administrator
Tel: (952)241-2510 � Cell: (612) 799-8109 � Fax: (952) 446-1311
mfunkna.ci.minnetrista.mn.us �www.ci.minnetrista.mn.us
City of Minnetrista
7701 County Road 110W ( Minnetrista I Minnesota I 55364
CITY OF APPLE VALLEY
RESOLUTION NO. 2008-176
A RESOLUTI4N AMENDING THE CITY'S TRAVEL AND EXPENSE REIlvlBURSEMENT
POLICY TO M4DTFY 1vIILEAGE REIMBURSEMENT PRACTICES
WHEREAS,Minnesota law permits the reimbursement to members of the City Council,
City Commissions, and City employees for out-of-pocket expenses,provided that such expenses
are incurred for a public purpose; and
WHEREAS,on June 7, 1990,the City Council adopted Resolution No. 1994-133
approving a revised document entitled"Travel and Expense Reimbursement Policies—Revised";
and
WHEREAS,said policies aze now in need of revision to modify mileage reimbursement
practices as they relate#,o the Mayor and City Council.
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Apple
Valley as�'ollows:
l. Section 4.1 Local Travel, (A)Mileage Reimbursement, Sub. (c)is amended to read:
Elected o£ficials shall not receive mileage reimbursement for City related travel
within the Metro Area, except when such mileage is related to functions sponsored by the
Association of Metxopolitan Municipalities (Metro Cities},League of Minnesota Ciiies,
Metropolitan Council,or any othex committee, boazd or,commission to which the eiected
official has been appointed to by the City Council, or for any mileage incurred when
attending meetings and events identified on the Ciiy Council's adopted Calendar of
Upcoming Events.
2. That this revised policy be effective upon its passage.
ADOPTED this 28th day of August, 2008
�
1 �
M Rolanci, Mayor �
ATTEST:
�
Pamela J. G kstetter, City Clerk
Resolution No. 06-21-11-01
Attachment A
City of Scandia
Expense Reimbursement Policy
This policy establishes guidelines and procedures for the payment and reimbursement of
city expenses incurred by city employees and city officials. This policy applies to all city
employees, including temporary and part-time employees,paid-on-call firefighters, the
mayor, members of the city council, and members of any commission or committee of
the city. This policy applies to all travel whether inside of or outside of the State of
Minnesota.
A. Mileage/Travel
1. Travel by employees using a personal vehicle when on city business shall be
reimbursed at the IRS rate (2011 rate= $0.51/mile.)
2. If a personal vehicle is used for travel on city business, the employee is
responsible for providing automobile insurance. Proof of insurance meeting
state minimum requirements must be presented, if requested,before
reimbursement for mileage will be granted.
3. Travel to and from the worksite (commuting) is not eligible for
reimbursement. This includes evenings and weekends. If city business is
conducted during a commute to or from the worksite, reimbursement will only
be granted for mileage above and beyond that which would have been driven
if a typical direct route were followed.
4. Travel by the mayor, city council members or commission or committee
members using a personal vehicle when on city business shall be reimbursed
only when traveling outside of the city.
B. Meals and Lodging
1. Employees and others covered by this policy may be reimbursed for meals
when they attend a meeting or city business outside of the city over the lunch
or dinner hour. A maximum of$10.00 will be reimbursed for lunch and a
maximum of$15.00 will be reimbursed for dinner. Receipts shall be
provided.
2. When travel requires an overnight stay, per diem meal expense of$25 per day
will be allowed without receipts being required. Meal allowances up to a
m�imum of$40, including gratuities, per any 24-hour period shall be
reimbursed if receipts accompany the request for reimbursement. If any meals
are included in conference or seminar registration fees, deductions to the per
diem or meal allowance maximum will be made in the following amounts:
$5.00,breakfast; $7.00, lunch; $13.00, dinner.
3. Accommodations shall be appropriate to the purpose of the trip. Rates paid
shall be comparable to those of the facilities in the area. The hotel hosting a
2
meeting or conference shall be deemed to be an appropriate accommodation.
The city will pay for the single rate only.
C. Other Expenses
1. Payment for registration fees for seminars, conferences or workshops may be
paid or reimbursed if authorized in advance.
2. Telephone calls or faxes relating to city business may be reimbursed with
proper documentation.
3. Purchases of any materials, supplies or equipment shall be made according to
purchasing policies adopted by the city council.
D. Commission and Committee Members
1. Members of commissions and committees serving in an advisory capacity to
the city council may incur expenses and will spend personal time in
fulfillment of their duties. In recognition of this, compensation shall be paid
on a quarterly basis to members in attendance at a majority of the regular
meetings of the commission or committee during that quarter.
2. Planning Commission members shall receive$250 per quarter.
3. The Planning Commission chair shall receive$300 per quarter.
4. Park and Recreation Committee members shall receive $60 per quarter.
5. Compensation, if any, for any other advisory committee members not listed
above shall be set by the City Council when the appointment is made.
E. Procedures
1. Travel by the City Council, Commission or Committee member, City
Administrator or a department head (Fire Chief, Public Works Supervisor or
Building/Code Enforcement Official) requiring an overnight stay shall be pre-
approved by the City Council. Department heads shall pre-approve travel by
their deparhnent staff inembers, within the limits of the adopted budget.
2. Whenever possible,the city will make direct payments for registrations and
other authorized expenditures.
3. If it is necessary for the employee or other person covered by this policy to
make a purchase using personal funds, detailed receipts shall be presented
prior to any reimbursement being made.
4. Requests for reimbursement for mileage and other authorized expenditures
shall be submitted, on a form provided by the city, not later than 90 days after
the expense has been incurred. Expense reports shall be submitted quarterly.
Resolutions/20]1/06-21-11-xx expense Reimbursement Policy update out of state Uavel.doc
3