10.c Compensation_Resolution No. 06-21-11-01CITY 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 21 th day of June, 2011.
ATTEST:
Anne Hurlburt, Administrator/ Clerk
Randall Simonson, Mayor
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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
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
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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 members, 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/ 2011/ 06-21-1 l-xx expense Reimbursement Policy update out of state travel.doc
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