PUBLIC NOTICE

NOTICE OF ADOPTION

ORDINANCE 11-02-20-F

Public Notice is hereby given that the City Council of the City of Enterprise, Alabama, at the Organizational Session held on November 2, 2020, duly passed and adopted Ordinance 11-02-20-F.  The ordinance in its entirety is as set out below.

Beverly Sweeney

Interim City Clerk/Treasurer

November 11, 2020

ORDINANCE 11-02-20-F

AN ORDINANCE TO ESTABLISH POLICY FOR THE REIMBURSEMENT OF CITY

OFFICIALS AND EMPLOYEES FOR CERTAIN EXPENSES INCURRED

WHILE TRAVELING ON AUTHORIZED OFFICIAL CITY BUSINESS

WHEREAS, reimbursement for travel and payment of expenses are regulated by Sections 36-7-1 through 36-7-5, Code of Alabama, 1975, as amended; and

WHEREAS, it is the desire of the City Council to prescribe the procedures to be followed by City Officials and employees when expenses are incurred while traveling on authorized official business;

NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENTERPRISE, ALABAMA that the “Policy for Reimbursement of Travel and Meal Expenses” which is attached hereto and made a part of this ordinance is hereby adopted and approved.

The City Council reserves the authority to change, modify or void this policy at their discretion.

APPROVED AND ADOPTED THIS 2ND DAY OF NOVEMBER, 2020.

COUNCIL:

S/ Sonya W. Rich   

Council Member Sonya W. Rich

District #1

S/ Eugene Goolsby

Council Member Eugene Goolsby

District #2

S/ Greg Padgett

Council Member Greg Padgett

District #3

S/ Scotty Johnson

Council Member Scotty Johnson

District #4

S/ Turner Townsend

Council Member Turner Townsend

District #5

ATTEST:

S/ Beverly Sweeney

Beverly Sweeney

Interim City Clerk/Treasurer

Transmitted to the Mayor this 3rd day of November, 2020.

S/ Beverly Sweeney

Beverly Sweeney

Interim City Clerk/Treasurer

ACTION OF THE MAYOR:

Approved this 4th day of November, 2020.

S/ William E. Cooper

William E. Cooper

Mayor

ATTEST:

S/ Beverly Sweeney

Beverly Sweeney

Interim City Clerk/Treasurer

ATTACHMENT TO ORDINANCE 11-02-20-F

POLICY FOR REIMBURSEMENT OF TRAVEL AND MEAL EXPENSES

SECTION I.  Purpose

A.      To establish a policy to reimburse City Officials and employees for certain expenses incurred while traveling on authorized official City business.

B.      Travel expenses shall be limited to those expenses incurred in accordance with the laws of the State of Alabama and the City of Enterprise.

SECTION II.  Procedures

A.      Requests for Travel:

1.      All requests for travel shall be submitted on proper form and shall be submitted in sufficient time to obtain approval.

2.      All requests for travel will be approved prior to the travel being made.

3.      The Mayor is authorized to approve unscheduled travel where the best interest of the City is considered.

4.      Checks for advance travel funds, registration fees, etc., will be issued in accordance with the policy.  Advance travel funds for mileage, meals up to $40.00 per day for in-state travel and $50.00 for out-of-state travel and miscellaneous expenses up to $30.00 per day are authorized subject to this policy.  However, upon return, any advance funds for meals and miscellaneous expenses must be substantiated by receipts documenting the expenditures and amounts spent less than the advance funds allowed must be paid back to the City.

5.      Checks for other advance travel funds will require approval by resolution of the City Council in a regular Council meeting as required by state law.

B.      Transportation

1.      Travel must be performed over the most direct route using the most efficient and economical means consistent with requirements.  If the traveler travels by an indirect route or by a less economical means, then the traveler shall be responsible for any extra cost.

2.      The use of private vehicles may be authorized if a city vehicle is not available.  If a private vehicle is authorized, the owner shall be reimbursed at the “authorized rate” allowed for State of Alabama employees for official travel in effect at the time.  If two or more officials or employees travel in the same private vehicle, only one official or employee may receive reimbursement.

3.      Advance common carrier tickets are authorized for travel that is impractical by automobile.  These tickets may be obtained through city designated travel agencies and shall be by coach accommodations, unless specifically authorized to the contrary.

C.      Hotels

Hotel reservations will be made for single rooms unless otherwise approved.  Accommodations utilized shall be reasonable.

D.      Meals

1.      Normal meal expenses incurred during travel are authorized.

2.      In addition, meal expenses are also authorized for the following:

a)      Officials and/or employees directed to attend a function where meal expenses will be incurred and the purpose of the function is to benefit the city.

b)      Where it is in the best interest of the city to continue a meeting during mealtime, so as not to break the continuity of the subject matter or work being conducted.

c)      During emergencies, where employees are required to work past normal meal times due to the nature of the emergency and cannot leave the job location.  In this case, meals may be provided at the job location.

d)      Individual cases as approved by the Mayor.

E.      Reporting Procedures

All travel expenses must be filed on an itemized Expense Report and turned in to the City Clerk/Treasurer by the official or employee who incurred the expenses upon return.

F.      Required Receipts

Receipts shall be required for the following items and shall be attached to the itemized Statement of Expenses:

1.      All hotel charges.

2.      All gasoline charges, taxi, limousine, transportation and other expenses will be reimbursed with adequate receipts. No gasoline charges or vehicle maintenance charges will be reimbursed if employee is granted mileage expense.

3.      All credit card charges.

4.      Meal receipts will be required for individual meals.  Reimbursement will be due the city of any of the amount claimed for meals if proper receipts are not provided.  Such dollar limits include tips.

5.      Any entertainment expenses should be approved in advance by the Mayor.

G.     Claims

1.      All expense reports shall be certified by the official or employee and approved by the Council.  The burden of proof and justification for expense reimbursement is upon the official or employee.

2.      Any official or employee who willfully claims fraudulent travel expenses shall be subject to legal prosecution.

SECTION III.  RESERVATION OF AUTHORITY

                  The City Council reserves the authority to change, modify or void this policy at their discretion.

SECTION IV.  EFFECTIVE DATE

                  This policy will become effective upon adoption.

11/11/2020