99-048 RESOLUTION NO. 99-48
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA ESTABLISHING PROCEDURES FOR
COMMISSION TRAVEL AND EXPENSES; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABILITY; AND
PROVIDING FOR AN EFFECTIVE DATE.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
OF THE CITY OF AVENTURA, FLORIDA:
Section 1. The following procedures for City Commission travel expenses
associated with the attendance of conferences and seminars is hereby
established as follows:
1. The Mayor and each City Commissioner shall be allotted the sum of
Three Thousand Dollars ($3,000) per fiscal year beginning October 1,
1999 to cover travel, hotel, registration and related expenses for
attendance at conferences, seminars and municipal league meetings.
2. Funds not utilized in the current fiscal year shall not be carried over to the
next fiscal year.
3. At the conclusion of the conference or seminar, each City Commissioner
in attendance shall provide a report to the entire City Commission relative
to the conference or seminar.
4. Travel expense reimbursements shall comply with Chapter 6.3.1 of the
City Manager's Administrative Policy Directives and Procedures Manual,
a copy of which is attached hereto. The City Manager is hereby directed
to implement said policy as it relates to this Resolution.
Section 2. Conflict. All Resolutions or parts of Resolutions in conflict
herewith be and the same are hereby repealed to the extent of such conflict.
Section 3. Severability. If any clause, section, or other part or
application of this Resolution shall be held by any Court of competent jurisdiction
to be unconstitutional or invalid, such unconstitutional or invalid part or
application shall be considered as eliminated and so not affecting the validity of
Resolution No. 99-48
Page 2
the remaining portions or applications of this Resolution, with such ineffective
provisions or applications remaining in full force and effect.
Section 4. Effective Date. That this Resolution shall become effective
immediately upon its adoption.
The foregoing Resolution was offered by Commissioner
Ro~ers-Libert , who moved itsadoption. The motion was
seconded by Commissioner Be]:gez: and upon being put to a
vote, the vote was as follows:
Commissioner Arthur Berger yes
Commissioner Jay R. Beskin ~,es
Commissioner Ken Cohen yes
Commissioner Harry Holzberg 3,es
Commissioner Jeffrey M. Pedow 3,es
Vice Mayor Patricia Rogers-Libert yes
Mayor Arthur I. Snyder Ye~ ,
PASSED AND ADOPTED this 7th day of Sept~~_~_,~_ ...~,..,~
¥~THUR t.~SYNDEI~, MAYOR
ATTEST:
TERESA M. '"~ "~'~
SOROKA, CMC/AAE, CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
2
CITY OF AVENTURA 6 3 1
il ) Chapter # Sub Page
ADMINISTRATIVE
POLICY
DIRECTIVES
AND PROCEDURES MANUAL
Date October '96
Issued:
CHAPTER:
FINANCE, BUDGET & PURCHASING APPROVED: ~ '~ /~ity Manager
SUBJECT: TRAVEL ADVANCES & REIMBURSEMENT
PURPOSE
To establish standard procedures for processing travel advances and reimbursements.
PROCEDURE
1. There are two standard forms which employees must complete in order to be authorized to
travel at city expense and be advanced and/or reimbursed for said travel. The two forms
are included as Attachments 1 and 2. Prior to making binding travel arrangements, the
employee will complete Section I of the "Travel Authorization and Advance Payment
Form." All information in section I must be completed by the employee and the form will be
forwarded to the Department Director and City Manager for approval. Once the City
Manager has approved the travel, the form will be returned to the employee for completion
of Section II.
2. The employee may then complete Section II to request any advance payments, if all costs
are not known (i.e. only registration fees amounts are known and airfare and hotel rates
still need to be confirmed), submit a copy of the form with those items which you desire be
paid to the Finance Support Services Department. Once other costs are firmed up, submit
another copy of the form to request additional advances for hotel, airfare, etc. It is
important to complete the form, including the date that each check is required to be mailed
for each advance. An example of completed forms are included as Attachments 3 and 4.
Approved forms must be submitted to Finance Support Services in the same time frame as
any required check processing (see APDP 6.6.1) in order to be included to be paid on the
date requested.
3. Within ten days of completion of travel, the employee must complete and file a "Travel
Settlement & Payment Form." The form must be completed even if there are no additional
payments due the employee. Section III is to include the actual itinerary of the employee
including dates and times of all major travel activity. The employee will also complete
Section IV to include a computation of all costs incurred on the trip, regardless of whether
the costs have been paid in advance. An example of a completed form is included as
Attachment 5.
APDP 6.3.2
4. Amounts paid for meals ara based on standard allowances of $5.00 for breakfast, $10.00
for lunch and $20.00 for dinner. In order to be eligible for breakfast, travel must begin
before 6:00 a.m. and extend beyond 8:00 a.m.; for lunch, travel must begin before 12:00
noon and extend beyond 2:00 p.m.; for dinner, travel must begin before 6:00 p.m. and
extend beyond 8:00 p.m. If any meal is provided free of charge to the employee because it
is included in the registration fee or plane fare, no reimbursement will be made for said
meal. Section IV will be annotated to show those meals which were included in the
registration fees or plane fares.
5. Amounts paid for hotel will be based on single occupancy rates.
6. Amounts paid for travel by private vehicle will be based on constructive travel time and
costs for the most economical mode of travel (i.e., travel time will be limited to the travel
time by airline if that is the most economical travel mode). The mileage rate for use of the
privately owned vehicles is 29c per mile for both local and out of the area travel. No
reimbursement will be made for gas/oil/repairs/insurance or other operating costs; the
mileage rate is deemed to cover all operating expenses.
7. Other expenses which may be reimbursed by the City include taxi, bus fare, parking, tolls,
telephone and other necessary expenses of being away from home on C~ty business. Tips
to porters, busboys, maids, etc. are not reimbursable and are the responsibility of the
employee and are to be paid from the allowance for meals.
8. When traveling by City vehicle, reimbursement will be made for all operating expenses.
9. All receipts for hotel, airline tickets, conference registration fees and other reimbursable
expenses shall be attached to the "Travel Settlement & Final Payment Form." A copy of
the odginal "Travel Authorization & Advance Payment Form," including all advance
payments, will also be attached along with a copy of the conference or seminar agenda.
APDP 6.3.3
CITY OF AVENTURA
Travel Authorization & Advance Payment Form AttacJmm~t 1
SECTION I - TRAVEL AUTHORIZATION
Completed by traveler prior to incurring any expenses relating to travel request.
Name Department
Travel Destination: Dates:
Pu~:
Method of Travel: Air Private Vehicle Other
Other City Personnel Traveling to Same Destination:
Estimated Costs: Air[are/Milage __. Lodging Meals __. Regis. Other __ Total __
Budget Code Amount
Budget Code Amount
I hereby cedfy that the requested travel is for official business purposes of the City of Aventura.
Signature of Traveler: Date:
Recommendation I Approval by Appropriate Officials:
Department Director Date:
City Manager Date:
SECTION II-ADVANCE PAYMENTS
Completed by Traveler for Advance Payments to Vendors and Employee:
Date check
Amount Check Payable to Address Budget Code requested
Registrations
Air[are
Mileage
Meals
Hotel
Ail employees must complete ttmir travel settlement within 2 weeks of completion of travel.
APDP 6,3.4
CITY OF AVENTURA
Travel Settlement & Final Payment Form Attactmmnt 2
SECTION Ill-ACTUAL ITINERARY
Completed by Traveler upon Return from travel:
Name Department
ACTUAL ITINERARY
Point of Origin and Hour of departure and
Date Point of Retum retum Mode of Travel Purpose
Arrive
Arrive
Anive
Arrive
Arrive
SECTION IV-COMPUTATION OF AMOUNTS DUE TRAVELER
Completed by traveler upon return from travel
COMPUTATION OF AMOUNTS DUE TRAVELER
Day Sun Mon Tuas Wed Thurs Fri Sat
Date TOTAL
-Iotel
3reakfast
Lunch
Dinner
Registration
AJrfare
Taxi & Bus
Paddng
Other
/~a'lount I
ITOTAL I I I I I I I
Less Cash Advances
TOTAL DUE TO/FROM TRAVELER
Budget Code Amount
Budget Code Amount
I hereby certify that the expenses reported were actually incurred by me as necessa~ traveling expenditures
in the pa~formance of my official duties; any costs paid by another agency have been deducted from this
travel claim; and that this claim is true and con'ect in every manner and same conforms in every respect
with the requirements of the City of Aventura.
Signature: Date:
APDP 6.3.5
O~TY OF AVI=NTURA Atta~t 3
Travel Authorization & Advance Payment Form
SECTION I - TRAVEL AUTHORIZATION
Completed by traveler prior to incurring any expenses relating to travel request.
Name ~-,~.~e- ~ P.. Department ~ ~.o.-~c~.
Travel Destination; ~,,,.~ o-c~ ~. =- , ~' ~. · Dates:
Method of Travel: Air / Private Vehicle Other
Other City Personnel Traveling to Same Destination: r,,.1 ~
Estimated Costs: Airfare/Milage u~o o Lodging ~,o Meals 1'-15 Regis.
Budgat Code C)~, - C~<JI'5 -; -~-"~q'== Amount c}~-S ~
Budget Code o{-[~-~3 ~ "5-~,¥-%,.{3-~ Amount \.~.~
I hereby cerify that the requested travel is for official business purposes of the City of Aventura.
Signature of Traveler: ~ ~ C,~ {',.3 ~ ~ Date:
Recommendation I Approval by Appropriate Officials:
Department Director ~ t G L1 ~' ['~ Date:
C tyMa ege C Date:
SECTION II-ADVANCE PAYMENTS
Completed by Traveler for Advance Payments to Vendors and Employee: Date check
Amount Check Payable to Address Budget Code requested
Registrations
Aiffare
Mileage
Meals
Hotel
Ail employees must complete their travel settlement within 2 weeks of completion of travel.
APDP 6.3.6
O~TY OF AVI=NTURA Attachment 4
Travel Authorization & Advance Payment Form
SECTION I - TRAVEL AUTHORIZATION
Completed by traveler prior to incurring any expenses relating to travel request.
Name '~'o_,~_. ~ ~. Department ~ v~o-,~c-_. ~-,~ ?~,.-'~ ~.,-,, [ c ~-~
Travel Destination: ~,,..~ o_ c~, ~, ~., , ~- t.. Dates:
Purpose: ~ , ,- ~
Method of Travel: Air ~ Pdvate Vehicle Other
Other City Personnel Traveling to Same Destination: J~ ~
Estimated C, os~: Air~are/lVlilage ~-oo Lodging '~t~o Meals I~J Regis.
Budget Code O~, - (<3-<Jl'~. ~ ~~-'+<~ Amount c~-$ ~-~
Budget Code ¢~(-(~%~3 ~ -5~,~-%~ 3-~ Amount ~;-~-'~ P-~-~
I hereby eadfy that the requested travel is for official business purposes of the City of Aventura.
Signature of Traveler: ~ ~ C~ ~ ~ ~ Date:
Recommendation I Approval by Appropriate Officials:
Department Director ~ t ~ kl ~*' ~ Date:
City Manager ~ (*~ ~ ~ ~ Date:
SECTION II-ADVANCE PAYMENTS
Completed by Traveler for Advance Payments to Vendors and Employee:
Date check
Amount Check Payable to Address Budget Code requested
Mileage
Meals tH- O ~.~--
All employees must complete their travel settlement vJthin 2 weeks of completion of travel.
APDP 6.3.7
CITY OF AVENTURA Attachment 5
Travel Settlement & Final Payment Form
SECTION Ill-ACTUAL ITINERARY
Completed by Traveler upon Return from travel:
ACTUAL ITINERARY
Point of Origin and Hour of depoarture and
Date Point of Return retum Mede of Travel Purpose
Arrive
SECTION IV-COMPUTATION OF AMOUNTS DUE TRAVELER
Completed by traveler upon ratum from travel.
COMPUTATION OF AMOUNTS DUE TRAVELER
Day Sun, ! Mo~ Tues - Wed Thurs Fd Set
Other
TOTAL DUEI~'~J~ TRAVELER
Budget Cede Amount
I hereby certify that the expenses reported were actually incurred by me as r,~cessary traveling expenditures
in the performance of my otfielal duties; any costs poid by another agency have been deducted from this
travel claim; and that this claim is true and correct in every manner and same conforms in every respect
with the requirements of the City of Aventura.
Signature: ~ ~ C; ~ ~ t~ Date: