HomeMy WebLinkAbout2013-EO-1 travel policy EXECUTIVE ORDER NO. 2013 -EO -1
OF THE MAYOR OF THE
CITY OF JEFFERSONVILLE, INDIANA
EXECUTIVE ORDER ESTABLISHING STANDARDS
AND PROCEDURES FOR NON - TRAVEL MEALS (BUSINESS MEALS)
AND LIGHT REFRESHMENTS
WHEREAS, it is necessary to establish minimum standards and procedures for the City
of payment or reimbursement of non - travel meals or business meals;
WHEREAS, the Mayor, as the City Executive, has the power and authority to establish
standards and procedures for employees and appointees of the executive branch;
NOW THEREFORE BE IT ORDAINED by the Mayor of the City of Jeffersonville,
Indiana effective April 9, 2013 the following:
SECTION I: Definitions
"Employee" means any represented and non - represented employee of the Executive branch
including the Mayor, Department Heads, and their designated representative. The term
employee may also refer to an individual in a temporary or contracted position.
"Light Refreshment" means snacks and beverages consumed outside a regular meal. Light
refreshments are occasionally served at citywide meetings or official office functions and may
include, but not limited to, pastries, cookies, fruit, vegetables, coffee and punch. Box lunches are
not considered light refreshments.
"Non- travel meal" means a breakfast, lunch, or dinner that occurs on official City business but
does not take place during out -of -town travel. Box lunches are considered non - travel meals.
"Out -of -town travel" means travel on City business away from the normal work place or
residence that requires an overnight stay. Out -of -town travel expenses include transportation,
meal and incidental per diem, lodging and special expenses.
SECTION II: General Guidelines
1. Employees shall practice fiscal restraint.
2. City resources shall be used for the benefit of the public rather than for the personal
benefit of employee.
3. Employees, in general, shall be expected to provide their own non - travel meals and
refreshments while attending meetings, including offsite meetings and trainings, for which no
out -of -town, overnight travel is required.
4. Payment or reimbursements for non - travel meals shall be for actual cost and shall be
documented as described in this rule.
5. These standards and procedures shall apply to non - travel meal expenses regardless of
funding source or method of payment.
SECTION III: Allowable Non - Travel Meals and Light Refreshments
1. Non - travel meals for employees or their designees relating to promotion of economic
development, building community cooperation, or information gathering shall be allowable as
long as such expenses can be clearly demonstrated to provide benefit to the public interest and
for which no more than 50% of all participants are employees.
2. Non - travel meals may be allowed for limited occasions such as the following for which
an employee:
a. Serves as the facilitator for a work group, commission, etc. which meets
during a meal hour in order to accommodate the participants' schedules and for
which no more than 50% of all participants are employees;
b. Attends a meeting for which continuous availability is required for a
period extending beyond four hours;
c. Attends a meeting or function at an offsite facility for which refreshments
and /or meals are included as part of facility rental;
d. Attends a meeting or function of a professional or civic organization for
which meal is included as part of the cost of attendance and for which there is a
direct and specific benefit to the City;
e. Attends a meeting or function on behalf of the City at an offsite facility
that is located in excess of fifty (50) miles from the City limits, but would not be
defined as out -of -town travel; and
f. Attends a meeting for the purpose of interviewing prospective City
employees or appointments which occurs during a meal hour in order to
accommodate the participants' schedules.
3. Non - travel meals provided in accordance with labor agreements shall follow guidelines
set forth in those agreements.
4. Light refreshments may be allowable for citywide functions that include employees
and /or the public for the following:
a. Meetings of boards, commissions, or advisory committees under the
authority of the Executive; and
b. Meetings or functions for purpose of recognizing valued contributions of
employees and /or volunteers or other citizens.
SECTION IV: Prohibited Expenses
1. Expenses for alcoholic beverages are prohibited.
2. Gratuity shall not exceed of 20% of the bill.
SECTION VI: Documentation
1. Non - travel meals shall require written pre- authorization by the department supervisor, or
his/her designee.
2. Non - travel meals shall be recorded to appropriate account numbers assigned by the
Finance Department.
3. Request for payment or employee reimbursement must include
a. Original receipt or contemporaneous record with date,
b. Cost of meal, refreshments, or miscellaneous expense,
c. Location of meal or meeting,
d. Copy of agenda for meeting, training or other event (if applicable).
e. Business purpose of expense demonstrating benefit to City, and
f. Listing of names and business relationships of individuals for whom
meals, refreshments, or other items are being provided at City expense. For
events such as open houses where specific names cannot be obtained, an estimate
of the number of attendees shall be provided.
4. The Finance Department may establish a City wide procedure for the processing,
recording, documentation, and payment of such expenses and may require the use of a
standardized form for this purpose.
Sign by me on the day of April, 2013.
I
Mayor, Mike Moore
Jeffersonville, Indiana
ATTEST:
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Clerk, Vicki Conlin
Jeffersonville, Indiana