To establish a policy and procedure for the City of Mill Creek for the authorization and/or Reimbursement of business expenses including travel, subsistence and related expenses, and certain non-travel related expenses incurred by authorized persons while conducting City business or providing a service for the City.
 | BUSINESS EXPENSE |
Subject BUSINESS EXPENSE POLICY | Index: Finance Number: 300-01 |
Effective Date: | Supersedes: | Staff Contact: | Clerk ID Number: | Approved By and Date: |
April 12, 2018 | All prior con-flicting ordinances, resolutions and policies | Director of Finance | City Manager City Council via ordinance number 2018-828 (3/27/2018) |
• | City Council |
• | All Departments |
• | Boards & Commissions |
• | Volunteers |
• | RCW Chapter 42.24 |
• | IRS Regulations |
It is the policy of the City of Mill Creek to reimburse City Council members, Appointees, Employees and Volunteers for reasonable expenses incurred in the conduct of their business for the City. To qualify for Reimbursement, expenses must be reasonable and prudent under the circumstances.
5.1 Appointees:
Means individuals appointed by the City Council to City boards and commissions.
5.2 City:
The City of Mill Creek, including any office, department, division, board, committee or other entity therein.
5.3 City Council:
Means the Mill Creek City Council collectively or individuals thereof.
5.4 City Manager:
Means the City Manager of the City of Mill Creek.
5.5 Conference:
Examples may include, but are not limited to, a symposium, seminar, forum, or convention associated with a league, association, alliance, etc. “Conference” can be interpreted to include any formal training session typically attended by an audience from a wide geographic area and organized by a regionally or nationally known entity.
5.6 Employee:
Means both full-time and part-time Employees of the City of Mill Creek, and with City Manager approval, includes contracted employees.
5.7 Per Diem:
The Per Diem allowance is a daily payment instead of Reimbursement for actual expenses for lodging, meals and incidental expenses. It is separate from transportation and other miscellaneous expenses.
5.8 Reimbursement:
Includes expenses paid for by the City. Eligible expenses need not necessarily be Reimbursements to the individual, they can be expenses paid by the City directly to a vendor.
5.9 Tax Home:
The IRS identifies this as your regular place of business regardless of where you maintain your family home. It includes the entire City or general area in which your business or work is located.
5.10 Traveler:
Traveler usually means a City Council member or Employee. At times, the City Manager may authorize Appointees or Volunteers to travel on City business. The City will apply this policy for non-employees, except when travel Reimbursement terms under a professional services contract differ.
5.11 Travel Status:
The IRS defines this as a time when your duties require you to be away from the general area of your “Tax Home” substantially longer than an ordinary day’s work, and you need to sleep or rest to meet the demands of your work while away from home. Generally, this means an overnight stay is involved.
5.12 Volunteer:
Volunteer means an individual who donates time, without compensation, towards the achievement of City objectives under one of the City’s recognized volunteer programs or committees.
This section covers expenses related to travel that requires an overnight stay. Section 7.0 covers guidelines for expenses related to local (non-overnight) activities.
The City will follow the US General Services Administration (GSA) schedules that provide for maximum Reimbursement rates for lodging, meals and incidental expenses for authorized Travelers on official business. Amounts exceeding those rates, except as otherwise noted herein, may be deducted from Reimbursement claims or repaid by the Traveler. These rates are adjusted annually by the General Services Administration.
Any travel time in excess of one day each way, which is brought about by the Employee’s choice of transportation or schedule, will be charged to the Employee as vacation time. When travel is required of Employees covered by FLSA standards, travel time may be considered as time worked depending on the time and day of travel. Paid time for travel shall be clearly resolved in accordance with FLSA guidelines in advance of authorizing travel.
6.1
Prior Approval: Prior approval for overnight travel is required for all Travelers except for the City Council and City Manager. A Travel/Training Authorization Form must be completed and approved by the Department Director and City Manager. The approved form should be forwarded to the Department of Finance and Administration prior to travel.
6.2
Documentation: No claim for Reimbursement shall be paid unless it is accompanied by a Business Expense Report Form, a copy of the Travel/Training Authorization Form and bona fide vendor receipts, except for meal Per Diem claims. Such receipts should detail the following information when applicable: date, description of purchase, vendor identification and amount paid. Expense reports shall include name(s) of individual(s) incurring the expense and how the expense relates to City business (i.e., the public purpose).
6.2.1
A Declaration of Lost Receipt or Declaration of Lost Itemized Receipt is acceptable only after all reasonable attempts to locate or obtain a copy have been exhausted. The declaration must set forth the date of purchase, a description of the purchase, the vendor, the amount paid and an explanation for the lack of a receipt.
6.2.2
Credits such as gift cards, airfare credits and frequent flyer miles, whether earned on personal or business travel, are not reimbursable as there is no cash outlay for such a transaction.
6.2.3
Any special approvals required by this policy shall be obtained by Travelers prior to applicable travel and shall accompany the Business Expense Report when submitted to the Department of Finance and Administration. Such special approvals shall be by separate memo, which identifies the policy exception being authorized and explains the reasons therefor.
6.2.4
Travel Reimbursement requests must be returned to the Finance Department within ten (10) days of returning to the City. The Department Director and/or Finance Director have the authority to deny claims for expenses that were incurred more than six months before submittal.
6.2.5
Claim for Reimbursement of any charge which could reasonably raise question should be accompanied by an explanation. Failure to provide adequate documentation (receipts) or explanation for all expenses claimed for Reimbursement could result in the Traveler being personally responsible for the charges.
6.3
Registration Fees: Subject to the provisions of Section 6.1, the actual cost of registration, tuition and fees at a meeting, Conference, training or convention are reimbursable under this policy.
6.4
Per Diem Reimbursable Meal Costs: All City Travelers shall be entitled to Reimbursement for meals consumed while traveling overnight on City business. Reimbursement will be based on the current Per Diem rate of the final destination of travel. The Meal and Incidental Expense rates are established by the GSA and are adjusted annually.
6.4.1
Per Diem rates differ based on locations defined by the GSA; tax and tip are included. Current rates can be found at [[www.gsa.gov/perdiem]] or by calling Accounts Payable.
6.4.2
Per Diem rates may be claimed for the first through the last day of travel provided the person is in Travel Status at the following times:
• | 6:00 a.m. for breakfast |
• | 12:00 p.m. for lunch |
• | 6:00 p.m. for dinner |
6.4.3
Travel status begins at the time the Traveler would have left City Hall and ends at the time they would return to City Hall.
6.4.4
Receipts are not required for Per Diem Reimbursement.
6.4.5
Any planned meals, the cost of which is included in a City-paid registration fee, whether or not the Traveler actually partakes of the meal, will not be reimbursable or eligible for Per Diem. Planned meals include box lunches and banquets but exclude continental breakfasts. Receptions at which hors d' oeuvres are the primary offering are not considered meals.
6.4.6
When a meal is included in a meeting and the costs cannot be segregated, the actual cost of the event is reimbursable. A vendor receipt or copy of the meeting agenda is required as documentation.
6.5
Reimbursable Actual Meal Costs: It is understood that while conducting City business, and in the course of their official duties, there are times when the City Council, the City Manager or Department Directors may host or attend business meals with invited guests. The actual cost of such meals is specifically authorized for Reimbursement only for the City Council, the City Manager and Department Directors.
6.5.1
Travelers will be responsible for keeping their cost as close as possible to the Per Diem rate; however, any reasonable excess will be paid by the City. Cost of invited business guests will be borne by the City.
6.5.2
An itemized receipt is required. Meal ticket stubs alone are not considered adequate documentation for Reimbursement. Reimbursement will not be provided for liquor, including beer and wine.
6.5.3
Payment for table service at a restaurant, commonly referred to as a tip, not to exceed 20% of the restaurant price of the meal, is reimbursable as a reasonable and necessary cost for such service and as a reasonable and necessary part of the cost of the meal.
6.5.4
To avoid the appearance of a conflict of interest, Employees and City Council members should not allow consultants, vendors or others with official business with the City to pay for or furnish meals or beverages.
6.6
Vehicle Expenses
6.6.1
City Vehicle
(a)
Costs of transportation and vehicle operation are acceptable, such as gas, oil, tires, tolls, ferry charges, parking and necessary repairs.
6.6.2
Personal Vehicle
(a)
Mileage expenses shall be reimbursed for vehicular travel within a 300 mile radius of City Hall at the current maximum rate allowed by the United States Internal Revenue Service for Reimbursement of such expenses for purposes of business travel expense deductions. Trips beyond this limit will be reimbursed in an amount equal to the lowest appropriate round trip air fare to the destination offered by a regularly scheduled commercial air carrier, plus an allowance for ground transportation based on the circumstances.
(b)
Mileage Reimbursement will be calculated based on the round trip distance between City Hall and the Traveler’s destination or actual mileage, whichever is less.
(c)
When travel is scheduled by public conveyance (bus, train, air, etc.) outside a 300 mile radius, surface transportation to and from the conveyance depot/airport will be reimbursed.
(d)
Parking at SeaTac (Port of Seattle) parking lots is limited to a maximum of twelve (12) hours. Long term parking expenses will be reimbursed when “off-airport” (non Port of Seattle) parking lots and shuttle services are used (e.g., Budget).
(e)
City Employees who receive an automobile allowance in lieu of City provided transportation shall not be entitled to further Reimbursement for surface transportation costs within a 300 mile radius of the City. Travel outside of a 300 mile radius will be calculated as described above, except that no mileage Reimbursement for surface transportation shall be allowed for travel to and from any Seattle area airport.
6.6.3
Rental Vehicle
(a)
The cost of vehicle rental is considered an exception to this policy and its justification must be clearly stated on the Travel/Training Authorization Form.
(b)
Any City Employees, City Council members, Appointees or Volunteers operating a rented vehicle for City business, with permission from the City, will be covered under the WCIA liability policy, pursuant to any coverage exclusions or limitations. Rental vehicles are also covered for 1st party property damage. However, if the rental will exceed 9 days, the rental vehicle must be added to the City’s auto schedule. The City will not be responsible for the loss of personal items taken from a rental vehicle.
6.7
Air Travel
6.7.1
All air travel shall be on a common carrier. Air travel should be booked that provides for the lowest ticket class fare for the most direct route unless one or more of the following specific exemptions are met:
• | The lowest ticket class accommodation is not available; |
• | Waiting for the lowest ticket class accommodation would cause a delay harmful to the City; or |
• | The City Manager determines that travel by lowest ticket class accommodation is not in the best interest of the City, and authorizes other accommodation. |
6.7.2
Travelers and approvers are required to document reasons for declining savings where the lowest available airfare is not purchased.
6.7.3
First or business class is allowed if it is at no cost to the City.
6.7.4
When personal travel is combined with business-related travel, the Traveler shall be responsible for paying the increase in airfare necessary to accommodate the personal part of the flight. The City shall pay for the lowest reasonable and available airfare for the round trip between a Seattle area airport and the business-related destination.
6.7.5
When personal travel is combined with business-related travel, the Traveler shall provide documentation showing the cost of airfare for travel for City business only (at the time the reservation is made) as well as the receipt for the actual cost which includes personal travel. If the addition of personal travel makes the cost higher, the Traveler should use their own funds to pay the fare and request Reimbursement of the lesser amount. If the addition of personal travel makes the cost lower, the Traveler may use a City travel credit card.
6.7.6
When changes in travel plans occur that are the result of City business requirements, (i.e. delays in departure, cancellations, extended stays, or revised itinerary) any associated costs shall be paid by the City. However, all increases in cost of travel due to changes for personal convenience will be borne by the Traveler.
6.8
Accommodations.
6.8.1
Directors may authorize lodging within the Puget Sound Metropolitan Region for multi-day functions but should use discretion when doing so. Factors that should be considered are length of travel from the Traveler's regular work place, length of meeting and budget.
6.8.2
Reasonable hotel/motel accommodations for Travelers are acceptable and will be reimbursed or paid at a rate not to exceed the GSA maximum lodging rate for the area of travel. Rates may be obtained from the GSA website at [[www.gsa.gov/perdiem]] or by calling Accounts Payable. Note that rates listed by the GSA are for the base room rate only and do not include taxes or surcharges. These rates are adjusted annually by the GSA.
6.8.3
A vendor’s itemized receipt for this category is required for all claims.
6.8.4
In the following situations, the maximum allowable lodging amounts may not be adequate and the Department Director and City Manager may approve payment of lodging expenses that exceed the allowable amount. Justification for exceeding the Per Diem lodging rate must be stated on the Travel/ Training Authorization Form.
• | When lodging accommodations in the area of travel are not available at or below the maximum lodging amount and the savings achieved from occupying less expensive lodging at a more distant site are consumed by an increase in transportation and other costs. |
• | The Traveler attends a meeting, Conference, convention, or training session where local hotels offer Conference rates. For purposes of this policy, it is presumed that maximum benefit will be achieved by authorizing the Traveler to stay at the lodging facilities where the meeting, Conference, convention or training session is held. |
• | To comply with provisions of the Americans with Disabilities Act, or when the health and safety of the Traveler is at risk. |
6.9
Incidental Expenses: Incidental expenses allowed as part of the daily Per Diem rates include fees and tips given to porters, baggage carriers, bellhops and hotel maids. A vendor's receipt is not required; however, the daily total may not exceed $5.00.
6.10
Miscellaneous Expenses: This category includes all reasonable and necessary miscellaneous expenses and includes, but is not limited to, the following:
6.10.1
Allowable Miscellaneous Expenses
• | Bus, taxi, shuttle, bridge or other tolls. |
• | Parking fees. |
• | Ferry costs. |
• | Laundry expenses if away from home six (6) or more wo}rking days. |
• | Baggage check fees. |
• | Business telephone, internet and postage expenses. |
6.10.2
Non-Allowable Miscellaneous Expenses
• | Personal entertainment. |
• | Theft, loss or damage to personal property. |
• | Expenses of a spouse, family or other persons not authorized to receive Reimbursement under this policy. |
• | Barber or beauty parlor. |
• | Airline and other trip insurance. |
• | Personal postage, reading material. |
• | Personal toiletry articles. |
• | Fines or penalties, including parking or traffic violations. |
This section covers expenses related to meals and transportation for trips not requiring an overnight stay. See Section 6.0 for guidelines on overnight travel expenses.
The City will follow the US General Services Administration (GSA) schedules that provide for maximum Reimbursement rates for meals and incidental expenses for authorized staff while on official business. Amounts exceeding those rates may be deducted from Reimbursement claims or repaid by the Traveler. These rates are adjusted annually by the General Services Administration.
7.1
Prior Approval: Prior approval for local travel is required for all Travelers except for the City Council, City Manager and Department Directors. A Travel/Training Authorization Form must be completed and approved by the Department Director. The approved form should be forwarded to the Department of Finance and Administration prior to travel.
7.2
Documentation: No claim for Reimbursement shall be paid unless it is accompanied by a Business Expense Report Form, a copy of the Travel/Training Authorization Form and bona fide vendor receipts, except for meal Per Diem claims. Such receipts should detail the following information when applicable: date, description of purchase, vendor identification and amount paid. Expense reports shall include name(s) of individual(s) incurring the expense and how the expense relates to City business (i.e. the public purpose).
7.2.1
A Declaration of Lost Receipt or Declaration of Lost Itemized Receipt is acceptable only after all reasonable attempts to locate or obtain a copy have been exhausted. The declaration must set forth the date of purchase, a description of the purchase, the vendor, the amount paid and an explanation for the lack of receipt.
7.2.2
No claim shall be paid for the value of items such as coupons used in lieu of cash.
7.2.3
Any special approvals required by this policy shall be obtained by Travelers prior to applicable travel and shall accompany the Business Expense Report when submitted to the Department of Finance and Administration. Such special approvals shall be by separate memo, which identifies the policy exception being authorized and explains the reasons therefor.
7.2.4
Travel Reimbursement requests must be returned to the Finance Department within ten (10) days of returning to the City. The Department Director and/or Finance Director have the authority to deny claims for expenses that were incurred more than six months before submittal.
7.2.5
Claim for Reimbursement of any charge which could reasonably raise question should be accompanied by an explanation. Failure to provide adequate documentation (receipts) or explanation for all expenses claimed for Reimbursement could result in the Traveler being personally responsible for the charges.
7.3
Registration Fees: Subject to the provisions of Section 7.1, the actual cost of registration, tuition and fees at a meeting, Conference, training or convention are reim-bursable under this policy.
7.4
Reimbursable Meal Costs: All City Travelers shall be entitled to Reimbursement for meals consumed while on City business. Reimbursement will be based on the current Per Diem rate of the final destination of travel. The Meal and Incidental Expense rates are established by the GSA and are adjusted annually.
7.4.1
Per Diem rates differ based on locations defined by the GSA; tax and tip are included. Current rates can be found at [[www.gsa.gov/perdiem]] or by calling Accounts Payable.
7.4.2
Per Diem rates may be claimed provided the person is in Travel Status at the following times:
• | 6:00 a.m. for breakfast |
• | 12:00 p.m. for lunch |
• | 6:00 p.m. for dinner |
7.4.3
Travel Status begins at the time the Traveler would have left City Hall and ends at the time they would return to City Hall.
7.4.4
Receipts are not required for Per Diem Reimbursement.
7.4.5
Any planned meals, the cost of which is included in a City-paid registration fee, whether or not the Traveler actually partakes of the meal, will not be reimbursable or eligible for Per Diem. Planned meals include box lunches and banquets but exclude continental breakfasts. Receptions at which hors d’oeuvres are the primary offering are not considered meals.
7.4.6
When a meal is included in a meeting and the costs cannot be segregated, the actual cost of the event is reimbursable. A vendor receipt or copy of the meeting agenda is required as documentation.
7.5
Reimbursable Actual Meal Costs: It is understood that while conducting formal City business, and in the course of their official duties, there are times when the City Council, the City Manager or Department Directors may host or attend business meals with invited guests. The actual cost of such meals is specifically authorized for Reimbursement for the City Council, the City Manager and Department Directors.
7.5.1
Travelers will be responsible for keeping their cost as close as possible to the Per Diem rate; however, any reasonable excess will be paid by the City. Cost of invited business guests will be borne by the City.
7.5.2
An itemized restaurant receipt is required. Meal ticket stubs alone are not considered adequate documentation for Reimbursement. Reimbursement will not be provided for liquor, including beer and wine.
7.5.3
Payment for table service at a restaurant, commonly referred to as a tip, not to exceed 20% of the restaurant price of the meal, is reimbursable as a reasonable and necessary cost for such service and as a reasonable and necessary part of the cost of the meal.
7.5.4
To avoid the appearance of a conflict of interest, Employees and City Council members should not allow consultants, vendors or others with official business with the City to pay for or furnish meals or beverages.
7.6
Vehicle Expenses
7.6.1
City Vehicle
(a)
Costs of transportation and vehicle operation are acceptable, such as gas, oil, tires, tolls, ferry charges, parking and necessary repairs.
7.6.2
Personal Vehicle
(a)
Mileage expenses shall be reimbursed for vehicular travel within a 300 mile radius of City Hall at the current maximum rate allowed by the United States Internal Revenue Service for Reimbursement of such expenses for purposes of business travel expense deductions.
(b)
Mileage Reimbursement will be calculated based on the round trip distance between City Hall and the Traveler’s destination or actual mileage, whichever is less.
(c)
City Employees who receive an automobile allowance in lieu of City provided transportation shall not be entitled to further Reimbursement for surface transportation costs within a 300 mile radius of the City.
7.7
Miscellaneous Expenses: This category includes all reasonable and necessary miscellaneous expenses and includes, but is not limited to the following:
7.7.1
Allowable Miscellaneous Expenses
• | Bus, taxi, shuttle, bridge or other tolls. |
• | Parking fees. |
• | Ferry costs. |
• | Business telephone and postage expenses. |
7.7.2
Non-Allowable Miscellaneous Expenses
• | Personal entertainment. |
• | Theft, loss or damage to personal property. |
• | Expenses of a spouse, family or other persons not authorized to receive Reimbursement under this policy. |
• | Personal postage, reading material. |
• | Fines or penalties, including parking or traffic violations. |
To further the business of the City, promote civic engagement and promote quality employee relations, it is appropriate to incur certain expenditures for meals or refreshments. The purpose of this section is to provide the City Council, Employees, Appointees and Volunteers with guidance on the appropriate and allowable use of City funds to purchase food and beverages while not in Travel Status.
The expenditure for food and/or beverages must be related to the active conduct of City business (i.e., public purpose), meaning a substantial and bona fide business discussion. Except as otherwise set forth in this Section 8, expenditures exceeding $200 require approval of the City Manager or his or her designee. Reimbursement will not be provided for liquor, including beer and wine.
Payment for meals picked up or delivered may include a tip of 10-20% of the price of the meal, depending on the circumstances; for instance, difficulty of delivery.
8.1
Documentation: All expenditures under this Section 8.0 submitted for Reimbursement or purchased with a City issued credit card must be accompanied by:
• | A bona fide vendor’s receipt that shows line item descriptions of what was purchased. |
• | The identification of individuals (by name, title or group) consuming the food and/or beverage. |
• | A description of the City business (i.e., public purpose) served during the occasion. |
a)
A Declaration of Lost Receipt or Declaration of Lost Itemized Receipt is acceptable only after all reasonable attempts to locate or obtain a copy have been exhausted. The declaration must set forth the date of purchase, a description of the purchase, the vendor, the amount paid and an explanation for the lack of a receipt.
b)
Claim for Reimbursement of any charge which could reasonably raise question should be accompanied by an explanation. Failure to provide adequate documentation (receipts) or explanation for all expenses claimed for Reimbursement could result in the Traveler being personally responsible for the charges.
c)
Claims expenses must be submitted no later than ten days after return. The Department Director and/or Finance Director have the authority to deny claims for expenses that were incurred more than six months before submittal.
8.2
City Council Meetings: For special or especially lengthy meetings conducted during meal times, food and beverages may be provided for Council members, the City Manager, other staff, and invited guests directly involved in the business discussed at the meeting.
8.3
Council and Staff Retreats: Food and beverages may be provided at both Council and staff retreats and should be budgeted for and provided as part of the retreat process.
8.4
City Sponsored Public Meetings/Events: The City may expend funds for food and beverages at City sponsored public meetings to encourage attendance and interaction.
8.5
Working Lunches/Dinners: Food and beverages may be provided when it is necessary for a group of employees to work through lunch or dinner to accomplish a task.
8.6
City Manager Meetings: While meeting with City Council members, Employees, Appointees or Volunteers, the City Manager may expend funds for food and beverages.
8.7
City Business Meal: The City Council, City Manager or Department Directors may expend funds for food and beverages to discuss with non-City employees. To avoid the appearance of a conflict of interest, Employees and City Council members should not allow consultants, vendors or others with official business with the City to pay for or furnish meals or beverages.
8.8
Training Session and Staff Meetings:
8.9
Workplace: Beverage of minimal value may be provided to City Employees at the worksite during business hours.
8.10
Emergencies: Emergency situations are events where it is determined that City assets or infrastructure and/or the public for which it protects is at risk. In these cases, City staff may be required to remain on-site outside of their normal work shift.
8.10.1
Food and beverages may be provided when an emergency situation is expected to span over a regular meal period and Employees are required to remain on-site or available to respond to an emergency.
8.11
Ceremonies and Celebrations
8.11.1
Reasonable expenses, including food and beverages, associated with commemorating a dedication or an unveiling that is recognized as serving a public purpose, are legitimate City expenditures.
8.11.2
Support for a celebration or local event may not take the form of a gratuitous contribution of public funds to a private person, committee or organization. Expenditure of public funds on a publicly sponsored event requires (1) the existence of a recognizable public or municipal purpose that relates to the purpose for the City’s existence, (2) proper authorization from the City Council for such public sponsorship, and (3) a reasonable relationship between the amount of the City’s expenditure and the “public” nature of the event.
8.12
Employee and Volunteer Appreciation/Recognition:
Employee and Volunteer appreciation/recognition is authorized in accordance with this policy in order to promote the City’s STAR Values as set forth in the City’s Guiding Principles. Employee and Volunteer appreciation/recognition is designed to promote good will, support Employee wellness, celebrate milestones, foster a sense of pride in one’s affiliation with the City, and promote safety, productivity, reliability, efficiency, cost savings, dedication, and commitment to the community.
a)
Food and beverages may be served at Employee and Volunteer appreciation/recognition events.
b)
Recognition Events
a.
The City Manager or designee shall be responsible for overseeing recognition events and approving requests for recognition events in writing in advance of the event.
b.
A department wishing to hold a recognition event must submit a written request to the City Manager or designee that details: (1) the purpose of the event, (2) when and where it will be held, (3) a brief explanation as to how the event meets this policy’s stated purpose and scope, (4) anticipated attendance numbers, and (4) a proposed budget.
c.
The budget for Employee recognition events must be deemed reasonable by the City Manager or designee.
d.
Subject to City Manager or designee approval, examples of budget items that may be purchased for recognition events may include but not be limited to flowers, refreshments, snacks and decorations.
c)
Recognition Awards
a.
The City may expend funds for recognition awards. Departments have the authority to recognize Employees, Appointees, Volunteers and/or City Council members, either individually, or as a class, for accomplishments including outstanding achievements, safety performance, longevity and outstanding public service.
b.
Employee recognition awards may not exceed two hundred dollars ($200) in value per award. Such awards may include, but not be limited to, items such as pen and desk sets, plaques, pins, framed certificates, clocks and calculators.
c.
A Department wishing to bestow a recognition award must submit a written request to the City Manager or designee that details: (1) the purpose of the award, (2) the rules or basis for eligibility of the award, (3) how the award promotes the City’s STAR values, and (4) the procedure to be used in determining the winner of the award.
d)
City Logo Apparel
a.
At the discretion of the City Manager, each new City Employee in recognition of their hiring may receive one City logo apparel item for business purpose related use. Examples of business purposes include meetings, events, and programs where City representation is desirable. This does not replace uniform clothing as required for field personnel.
b.
Following the annual review of an Employee, Departments may request one additional City logo apparel item, of the Employee’s choosing, per year when the Employee receives a satisfactory performance review. Requests for City logo apparel must be submitted in writing to the City Manager or designee by the Department Director on behalf of the Employee.
c.
The City Manager may authorize City logo apparel for City Council members, Appointees and Volunteers as appropriate.
It is the policy of the City of Mill Creek to pay for the annual dues and memberships for Employees in professional and civic organizations which directly relate to their specific job classification and directly benefit the City and the Employee by providing staff with the network and information to further develop themselves in their professional capacity.
The reasonable expenses of candidates for certain management and "hard-to-fill" positions are reimbursable when such candidates are invited to visit Mill Creek for a personal interview. Approval by the City Manager or designee is required for all expenses to be reimbursed.
At the time the invitation is made, the candidate shall be informed of the specific expenses and/or maximum amount which will be reimbursed. A Business Expense Report will be filled out and signed by the candidate and Human Resources. The candidate will be informed of the requirement that the expenses be documented with itemized receipts and turned over to Human Resources, who will prepare the Reimbursement claim. Unless otherwise directed by the City Manager, the invitation for interview and offer of Reimbursement will be made by the Human Resources Department.
A copy of the Business Expense Report, and copies of travel receipts, will be used as the customary vendor's statement.
The expense guidelines contained in Sections 6.0 and 7.0 of this policy will be applied to recruiting claims.
The reasonable moving expenses of new employees in certain management and "hard-to-fill" positions are reimbursable at the discretion of the City Manager. Moving expenses shall mean the costs of moving the new employee’s household goods, furniture, clothing and other personal effects.
The City Manager may also approve Reimbursements for reasonable transportation and lodging expenses. Expenses may not exceed GSA Reimbursement rates. All moving expense Reimbursement requests will be reviewed for taxation pursuant to IRS Publication 521. Reimbursed expenses that are not considered deductible under an accountable plan will be reported as taxable wages. For example, according to the IRS, only lodging Reimbursement for the day of arrival is considered deductible. Approved lodging Reimbursement for additional days after arrival will be reported as taxable wages.
If a City charge card is used for the purpose of covering expenses under this policy, and any such charges are subsequently deemed “disallowed” pursuant to the terms of this policy, such disallowed charges shall be reimbursed by the appropriate individual as soon as practicable after receiving notification of the disallowed charges. Such Reimbursement shall be made by check, United States currency or salary deduction.