Ordinance 838 - Travel Expenses366
ORDINANCE NO. 838 _
AN ORDINANCE TO AMEND ORDINANCES NO. 777 and NO. 815 (Sections
2-17.1, 2-17.2, 2-17.4, Kalispell City Code) AND TO REPEAL
SECTION 3 OF ORDINANCE NO. 777 (Section 2-17.3, Kalispell City
Code); AND, TO PROVIDE FOR THE AMOUNTS TO BE PAID TO CITY OFFICERS
AND EMPLOYEES FOR TRAVEL, MEALS AND MILEAGE AND OTHER EXPENSES
WHILE TRAVELING ON CITY BUSINESS WITHIN OR OUTSIDE THE STATE OF
MONTANA; AND TO PROVIDE FOR OBTAINING APPROVAL OF CITY COUNCIL
FOR SUCH TRAVEL, MEALS AND MILEAGE; TO PROVIDE FOR THE COMPUTATION
OF AND REIMBURSEMENT FOR USE OF PERSONAL AUTOMOBILE OR AIRPLANE;
TO ALLOW CLAIMS UNDER THIS ORDINANCE FROM JULY 1, 1975 AND TO
REQUIRE THE CITY CLERK TO PREPARE AND FURNISH PROPER CLAIM FORMS
AS REQUIRED; ARID REPEALING ALL ORDINANCES IN CONFLICT HEREWITH.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF KALISPELL,
MONTANA, AS FOLLOWS:
SECTION 1. Ordinance No. 777 passed and approved on the 5th day
of January, 1970, and as amended by Ordinance No. 815, passed and
approved on the 13th day of August, 1973 (Sections 2-17.1 through
2-17.4 of the Kalispell City Code), are hereby amended to here-
after provide as follows:
(Section 2-17.1) Travel Costs - Amount Allowable
Any officer or employee of the city, or any department thereof,
who shall be required to travel outside the city on official business
of the city, and who does so travel with the prior approval of the
city council, shall be allowed:
A) For travel within the State of Montana such persons
shall be reimbursed for the actual costs of lodging not
exceeding Sixteen Dollars ($16.00) per day plus Two Dollars
($2.00) for the morning meal and Three Dollars ($3.00) for
the midday meal, and Five Dollars ($5.00) for the evening
meal. All claims for lodging expense reimbursement allowed
under this section shall be documented by an appropriate
receipt.
B) For travel outside the State of Montana such persons
shall be.reimbursed for the actual costs of lodging not exceed-
ing Thirty Seven Dollars ($37.00) per day plus Three Dollars
($3.00) for the morning meal and Four Dollars ($4.00) for the
midday meal, and Six Dollars ($6.00) for the evening meal.
All claims for lodging expense reimbursement allowed under
this section shall be documented by an appropriate receipt.
C) When other than commercial non-receiptably lodging
facilities are utilized by such person while conducting
official city business in a travel status, the amount of
Seven Dollars ($7.00) will be authorized for lodging expenses
for each day in which travel involved an over night stay in
lieu of the amounts authorized in subsections A and B above;
no documenting receipts will be required.
D) The actual cost of necessary and reasonable public
transportation expenses, including commercial air travel by
the least expensive class service available, and other
necessary business expenses incurred by a city officer or
employee while in an official travel status shall be subject
to reimbursement. All claims for such reimbursement shall
be fully documented by proper receipt or ticket stub.
A.
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ction 2-17.2) Computation of Travel Allowances.
1. To be eligible for the travel allowance provided for in
Section 2-17.1 above, an officer or employee of the city must have
' been in a travel status for more than three (3) continuous hours
and the travel must have commenced more than one (1) hour before
or terminated more than one (1) hour after the employee's normally
assigned work shift. If eligible, an officer or employee:
A) earns the morning meal allowance if in a travel
status between the hours of 12:01 a.m. and 10:00 a.m.;
B) earns the midday meal allowance if in a travel
status between the hours of 10:01 a.m. and 3:00 p.m.; and
C) earns the evening meal allowance if in a travel
status between the hours of 3:01 p.m. and 12 midnight.
2. For persons in city service regularly assigned to an 8 a.m.
to 5 p.m. work period, the only per diem allowance may be an amount
not to exceed Three Dollars ($3.00) per day for a midday meal when
the departure is at or after 7 a.m, and the return on the same day
is at or prior to 6 p.m. For persons in city service regularly
assigned to work periods other than 8 a.m. to 5 p.m., the employing
department may establish a per diem allowance of an amount not to
exceed Two Dollars ($2.00) for a morning meal and Five Dollars
($5.00) for an evening meal. Only one of the three (3) allowances
provided in subsection 2 may be claimed in any one (1) day. In
no case shall any per diem or allowance whatsoever be paid for any
absence not exceeding three (3) hours.
(Section 2-17.4) Amounts Allowable for Use of Personal
Automobile or Airplane.
1. All such City officers or employees, when using their
own automobiles or airplanes in the performance of official duties,
shall, unless granteda periodic lump sum therefore by the City
Council, be entitled to collect mileage for the distance actually
traveled by automobile, and for the shortest regularly traveled
automobile route when travel is by private airplane, and no more
unless specifically provided by law.
2. Where the individual is authorized to operate a privately
owned vehicle, even though a city owned or leased vehicle is avail-
able, a rate of three cents (3t) less per mile than the mileage rate
allowed by the United States internal revenue service for the next.
preceding year shall be paid. Where a privately owned vehicle is
used because a city owned or leased vehicle is not available for
use or it is in the best interest of the governmental entity that a
privately owned vehicle be used, a rate equal to the mileage allot-
ment allowed by the United States internal revenue service for the
next preceding year shall be paid for the first one thousand (1,000)
miles and three cents (3C) per mile less for all miles thereafter
traveled within a given calendar month.
3. In all instances where two or more city officers or employees
travel together in the same automobile or airplane, only one such
officer or employee may claim mileage for such travel so jointly
performed. For mileage and route computation purposes under this
section the latest edition of the Rand -McNally map shall be utilized,
actual speedometer readings notwithstanding.
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SECTION 2. Section 2-17.3 of the Kalispell City Code (Section 3
of Ordinance No. 777) is hereby repealed.
SECTION 3. All portions of Sections 5 and 6 of Ordinance No. 777
(Section 2-17.5 and 2-17.6 of the Kalispell City Code) shall remain
in full force and effect. All other ordinances of the Kalispell
City Code, or parts thereof, in conflict herewith are hereby
repealed.
SECTION 4. This ordinance shall be effective for all claims for
lodging, meals, travel and other expenses allowable retroactive to
July 1, 1975; if claims have heretofor been submitted, allowed and
paid under the heretofore existing provisions of the ordinances of
the City, a similar claim for any added sums allowable by instant
ordinance may be submitted for approval and payment in accord
herewith. Such claims for added reimbursement will be allowed
and paid upon approval in the regular course of vouchers for claims
against the city.
SECTION 5. The City Clerk will prepare appropriate claim forms
for the administration of this ordinance and furnish same to anu
officer or employee of the city who may require them.
PASSED THE./CITY COUNCIL OF THE. CITY OF KA ISPELL, MONTANA, AND
APPROVE- BYHE MAYOR THIS 6th:' DAY OF A oust 1975.
te_ardq,iee,
I, G$orge-Beardslee, City C rk of the City of Kalispell, Montana, do 9 rtify that on
the 12th day o£ Au 19� I postedla copy of the foregoing ord' ante in
my office, and the same,remained posted for a pe iod of five days, an the f regoing
is a true and correct copy of the ordinance as p eyed W} the City Coulcil.
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