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8.f)1) Amendment to Expense Reimbursement Policy ! Meeting Date: 06/21/2011 Agenda Item: � �� /� City Council Agenda Report City of Scandia 14727 209�' St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Adopt revisions to the Expense Reimbursement Policy. Deadline/Timeline: N/A Background: • The City's auditor, LarsonAllen, has recommended a change to the city's expense reimbursement policy to ensure legal compliance with state requirements. The policy needs to address how it applies to out-of-state travel. • Adding the following sentence to the first paragraph of the policy will bring it into compliance: "This policy applies to all travel whether inside of or outside of the State of Minnesota. " • The only other recommended change to the policy is an update to the IRS mileage reimbursement rate, which has changed since the policy was last updated in 2009. The policy, and attachment to the resolution,has been redlined to show the edits. Recommendation: I recommend that the Council adopt the resolution. Attachments/ • Draft Resolution 06-21-11-01 Materials provided: Contact(s): Prepared by: Anne Hurlburt, Administrator (expense policy amendment) Page 1 of 1 06/09/11 . CITY OF SCANDIA RESOLUTION NO.: 06-21-11-01 RESOLUTION AMENDING POLICIES FOR REIMBURSEMENT OF CITY EXPENSES INCURRED BY EMPLOYEES AND CITY OFFICIALS WHEREAS, the Scandia City Council adopted policies on January 2, 2007 establishing guidelines and procedures for the payment and reimbursement of city expenses incurred by city employees and city officials for mileage, travel, meals, lodging, and other expenses; for compensating commission and committee members for expenses incurred in their service; and procedures for approval and payment for such expenses; and WHEREAS, those policies were amended on May 19, 2009; and WHEREAS, it now necessary to update these policies to clarify the applicability to travel outside of the State of Minnesota, as recommended by auditors LarsonAllen; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCANDIA, WASHINGTON COUNTY, MINNESOTA, that it should and hereby does adopt the attached "Expense Reimbursement Policy" (Attachment A to this Resolution), said policy taking precedence over any other policy that may have been established in the past concerning such matters. Adopted by the Scandia City Council this 21th day of June, 2011. Randall Simonson, Mayor ATTEST: Anne Hurlburt, Administratar/Clerk 1 I Resolution No. °G '��06-21-11-XX 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 Ithe city. This�olic�pplies 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 (�809-2011 rate= $0.3-551/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 maximum 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 department 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/20ll/06-21-11-xx expense Reimbursement Policy update out of state travel.doc 3