The following is hereby established as the business meal policy
of the City of Newburgh:
A. Definition. As used in this article, the following terms shall have
the meanings indicated:
BUSINESS MEAL
A meal whereat a person or persons are entertained by a City
officer or employee for the purpose of encouraging or developing business
activity in the City of Newburgh.
B. Budget constraints. Under no circumstances may funds be spent for
business entertainment purposes beyond the departmental budget allowance
therefor.
C. Approval. Prior to any business meal expenditure, all City officials
must obtain the written approval of the City Manager. The City Manager
is not required to obtain prior approval, and other City officials
shall not be required to obtain prior approval when the City Manager
is directly involved in the business meal. This policy shall apply
to all City officials, departments or agencies who are ultimately
responsible to the City Manager and City Council.
D. Meals with in-house staff. No reimbursement may be obtained for meals
with in-house staff, whether business is conducted or not.
E. Alcoholic beverage policy. It is preferred that no alcoholic drinks
be charged to the City, and under no circumstances will the City be
charged for more than one alcoholic drink per meal per person.
F. Reimbursement rates. City officials and employees may obtain reimbursement
for business meals at the following rates:
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Maximum Metropolitan Area Rate
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Maximum Rate Elsewhere
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Breakfast
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$5
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As determined and approved in advance
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Lunch
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$10
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As determined and approved in advance
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Dinner
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$15
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As determined and approved in advance
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G. Vouchers. When submitting a voucher for reimbursement for business
meals, the person seeking reimbursement must submit with the voucher
a brief explanation of what was discussed and an assessment of the
prospects of that individual making a business or industrial investment
in the City of Newburgh of the progress which was made toward securing
such an investment, together with proof of the expenditure satisfactory
to the City Manager. All vouchers submitted for reimbursement must
be accompanied by receipts evidencing the expenditure claimed. No
reimbursement will be made for expenditures for which receipts are
not provided.
[Amended 5-24-1993 by Ord. No. 7-93]
H. Review of recurring expenditures. Whenever a continuing series of
business meals are had with the same person or business entity, the
City Manager shall review the situation with the official or employee
involved and determine whether the contacts are sufficiently productive
to warrant further expenditures or whether they should not be pursued.
I. Choice of restaurant. Business meals with individuals should be within
the City of Newburgh when selection is by City of Newburgh officials.
[Added 12-27-1982 by Res. No. 3; amended 12-23-1985]
A. The following rates are adopted for City officers and employees for
meals while such employees are on authorized City business out of
town and the employee is required to stay overnight on such City business
or while attending conferences at which attendance has been properly
authorized by the City Manager or in other situations where the City
Manager has given prior written authorization.
[Amended 1-22-1990 by Ord. No. 4-90; 4-28-2008 by Ord. No. 5-2008]
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Conditions
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Maximum Amount if Receipt is Not Submitted
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Maximum Amount if Receipt is Submitted
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For less than a full day's meals (as when the employee
is away for only 1 or 2 meals)
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Breakfast
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$5
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$10
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Lunch
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$10
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$20
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Dinner
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$10
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$30
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When employee is away for entire day
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$25
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$60
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B. Reimbursement may not be made for expenditures for alcoholic beverages,
and reimbursement for such meal expense must be requested by the usual
voucher procedure as outlined in the Code of the City of Newburgh.
All vouchers submitted for reimbursement must be accompanied by receipts
evidencing the expenditure claimed. No reimbursement will be made
for expenditures for which receipts are not provided.
[Amended 5-24-1993 by Ord. No. 7-93]
[Added 12-23-1985; amended 8-12-2002 by Ord. No. 18-2002; 4-28-2008 by Ord. No.
5-2008]
The rate of mileage reimbursement payable to City officers and
employees for the use of private vehicles on City business henceforth
shall be the rate as shall be established from time to time by the
United States Internal Revenue Service, unless otherwise determined
by the City Council.