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HomeMy WebLinkAboutVI (A4a) Resolution 2001-06, Establishing a Travel Policy Agenda 5-15-2001 Item VI A 4 a MEMORANDUM TO: The Honorable Mayor and City Commissioners of the City of Ocoee FROM: Paul E. Rosenthal, Esq., City Attorney DATE: May 9, 2001 RE: Resolution No. 200I-06: Local and Non-Local Travel and Expense Policy Pursuant to the direction of the City Commission, we have worked with the City Manager and Finance Director to prepare a new policy to govern the local and non-local travel of the Mayor and City Commissioners. These discussions and previous directions from the City Commission have resulted in the preparation of proposed Resolution No. 2001-06, which is attached hereto. This Resolution is a companion to Ordinance No. 2001-10, which repeals the existing travel policy. We have prepared the new travel policy in the form of a resolution since it deals with the internal administrative workings of the City and does not need to be adopted as an ordinance. Highlights of the Resolution are as follows: (1) The category of `local" and "non-local" travel and expenses is established. "Local" refers to activities within Orange, Seminole, Osceola and Lake counties. "Non-local" refers to activities outside of these geographic areas, except for Florida League of City meetings which are considered non-local for all purposes. (2) Effective May 1, the Mayor and each Commissioner would receive a monthly stipend in the amount of $275.00 in lieu of reimbursement of specific local travel and local expenses. For tax purposes, this would be treated as income and each elected official would need to consult with their own accountant for guidance on individual tax consequences. While an accounting may be needed for tax purposes, no accounting is to be submitted to the City since a purpose of the stipend is to reduce the paperwork currently associated with the reimbursement of local expenses. (3) The City could continue to sponsor local functions and purchase corporate tables which would not he deducted from the monthly stipend. (4) A reimbursement procedure is established with respect to non-local travel expenses and expenditures. Substantial portions of this policy duplicate guidelines set forth in Ordinance No. 93-20, which is being repealed. The 006218023.1 policy relates to the reimbursement for expenses at non-local functions, including, but not limited to, expenses for travel, meals, registration fees and other business purposes on behalf of the City. (5) The non-local travel policy allows for reimbursement of actual out-of-pocket expenses incurred in connection with non-local travel. Highlights of changes from the previous policy are as follows: (a) Additional time is provided for completing travel authorization forms necessary for reimbursement of non-local expenses. (b) Air travel may be by upgradable coach class so long as the elected official pays the cost of any upgrade without reimbursement therefor. If required by the ADA, the City will pay for business or first class travel. (c) Double room occupancy will be reimbursed if no single room is available or if the elected official is travelling with a spouse. No reimbursement will be provided for in-room movies or in-room food and beverages. (d) Registration fees will be reimbursed and may include meals and other programmed affairs and activities, including social activities which are part of the program for the event. (e) A spouse may travel with the elected official, at the City's expense, if the event includes activities which may be attended by the official's spouse, and the attendance of the spouse is otherwise in the best interests of the City, including the nature of the event, the role of the elected official with respect to the event, and the attendance of other spouses at the event. It should be noted that the City Commission previously considered a revised travel policy in connection with proposed Ordinance No. 2000-24. That Ordinance was tabled and consideration continued on several occasions. In connection with the adoption of the attached Resolution and No. Ordinance 2001-10, it is recommended that Ordinance No. 2000- 24 be withdrawn from further consideration. In the event the City Commission first adopts Ordinance No. 2001-10 and thereafter desires to adopt the attached local and non-local travel policy, then the appropriate action would be to move to adopt Resolution No. 2001-06, authorizing execution thereof by the Mayor and City Clerk, and to withdraw Ordinance No. 2000-24 from further consideration in light of the adoption of Ordinance No. 2001-10 and Resolution No. 2001-06. Enclosure -2-006.218023.1 RESOLUTION NO. 2001-06 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA RELATING TO THE PAYMENT OF A MONTHLY STIPEND IN THE AMOUNT OF $275.00 TO THE MAYOR AND CITY COMMISSIONERS FOR LOCAL TRAVEL AND LOCAL EXPENDITURES INCURRED IN THE PERFORMANCE OF OFFICIAL BUSINESS ON BEHALF OF THE CITY; PROVIDING FOR CITY SPONSORSIIIP OF LOCAL FUNCTIONS; PROVIDING FOR REIMBURSEMENT OF NON-LOCAL TRAVEL AND NON- LOCAL EXPENDITURES INCURRED IN THE PERFORMANCE OF OFFICIAL BUSINESS ON BEHALF OF THE CITY; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Ocoee recognizes that the Mayor and Commissioners incur expenses locally in carrying out the official business of the City and that some, but not all, of these expenses are currently reimbursed by the City; and WHEREAS, the City Commission recognizes that the current system of reimbursing the Mayor and Commissioners for expenses incurred locally has resulted in an inefficient and administratively costly system; and WHEREAS, the City Commission desires to decrease the administrative costs and paperwork associated with paying and accounting for the local travel and local expenses incurred by the Mayor and the Commissioners; and WHEREAS, the City Commission desires to provide the Mayor and each Commissioner with a monthly stipend to cover their local travel and local expenses incurred in carrying out the official business of the City; and WHEREAS, the City Commission also desires to adopt a policy setting forth guidelines to govern the reimbursement of non-local travel and non-local expenditures incurred in the performance of official business on behalf of the City. 006.128625.3 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OCOEE, FLORIDA, AS FOLLOWS: SECTION 1. Monthly Stipend. In lieu of reimbursement for specific local travel and local expenses, effective May 1, 2001, the Mayor and each Commissioner will receive by the 10th day of each month a stipend in the following amount: (i) the Mayor will receive a stipend in the amount of $275.00, and (ii) each Commissioner will receive a stipend in the amount of $275.00. This stipend will cover local expenses incurred in carrying out the official business of the City, including, but not limited to, local travel expenses, local meal expenses, local organization dues where the elected official is the member, admission and registration fees at local events, and other local miscellaneous expenses incurred while carrying out official business on behalf of the City. The stipend shall be the only money received by the Mayor and each Commissioner for such local expenses and the City will not provide reimbursement for local expenses that exceed the stipend amount. No accounting to the City shall he required in connection with the expenditure of the monthly stipend. For the purposes of this Resolution, "local" or "locally" shall mean within Orange County, Seminole County, Osceola County, and Lake County. SECTION 2. City Sponsorships of Local Functions. The City may from time to time sponsor local functions or purchase a corporate table for local functions. Nothing in this Resolution shall preclude the Mayor or any Commissioner from attending any such function as a representative of the City using a ticket purchased by the City nor shall this Resolution require the Mayor or any Commissioner to reimburse the City for the ticket associated with any such function. -2-006.128625.3 SECTION 3. Reimbursement for Non-Local Travel Expenses and Non-Local Expenditures. Expenses incurred by the Mayor and each City Commissioner in carrying out the official business of the City at non-local functions, including, but not limited to, expenses for travel, meals, registration fees, and other business purposes on behalf of the City, shall he governed by and reimbursed in accordance with the City Commission Non-Local Travel Policy attached hereto as Exhibit "A" and by this reference made a part hereof. For purposes of this Resolution, "non-local" shall mean outside of Orange County, Seminole County, Osceola County and Lake County. Additionally, registration fees for Florida League of Cities functions shall be considered a "non-local" expenditure without regard to the geographic location of any such function. SECTION 4. Severability. If any section, subsection, sentence, clause, phrase or portion of this Resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portion hereto. SECTION 5. Conflicts. All resolutions, or parts of resolutions, in conflict herewith are hereby repealed and rescinded. SECTION 6. Effective Date. This Resolution shall become effective immediately upon passage and adoption. 0061286253 PASSED AND ADOPTED this day of , 2001. ATTEST: APPROVED: CITY OF OCOEE, FLORIDA Jean Grafton, City Clerk S. Scott Vandergrift, Mayor (SEAL) FOR USE AND RELIANCE ONLY BY READ FIRST TIME AND ADOPTED THE CITY OF OCOEE, FLORIDA; UNDER AGENDA ITEM NO. APPROVED AS TO FORM AM) LEGALITY this day of , 2001. FOLEY & LARDNER By: City Attorney -4- 006.128625.3 EXHIBIT "A" CITY COMMISSION NON-LOCAL TRAVEL POLICY This City Commission Non-Local Travel Policy is adopted for purposes of regulating non-local authorized travel, meals, registration fees, and other expenses which are incurred by the Mayor and City Commissioners for business purposes on behalf of the City. These individuals will be identified throughout this policy as the "traveler". The City shall pay certain expenses to the traveler in order that the traveler may attend non- local meetings, conferences, seminars, workshops and similar events which serve a public purpose and are considered to be in the best interest of the City. The need for City travel for which reimbursement may he claimed by the travelers named above on behalf of the City of Ocoee is acknowledged as serving a public purpose and being in the best interests of the City. All such persons are eligible to travel for the conduct of City business or to attend non-local meetings, conferences, seminars, workshops and similar events for the benefit of the City, at City expense, pursuant to proper authorization prescribed in these regulations. (1) A Travel Expense Report issued by the Finance Department, which shall be used by all travelers requesting reimbursement for authorized non-local travel expenses, shall be completed. The report will be filed within thirty (30) working days after completing the authorized travel, but in no event later than October 10 of each year for any report related to authorized travel in the previous fiscal year. For the purposes hereof, "authorized travel" or "authorized non-local travel" is non-local travel which has been approved by the City Commission as part of the annual budget and for which funds are available and non-local travel otherwise approved by the City Commission and for which funds arc available. (2) Non-local transportation expenses will be reimbursable as set forth below. All non-local travel must be by a usually traveled route. If a person travels by an indirect route for his/her own convenience, any extra costs shall be borne by the traveler, and reimbursement for travel expenses shall be based only on such charges as would have been incurred by a usually traveled route. Air travel, if necessary, shall be by upgradeable coach class, when practicable, and a receipt shall be required for all such air travel; provided, however, that the traveler may, at the traveler's expense, upgrade to business or first class in which case the City will reimburse for the cost which would have otherwise been incurred for air travel by upgradeable coach class. Notwithstanding the foregoing, the City will reimburse a traveler for business or first class travel if required by the Americans with Disabilities Act. Travel by private car when a City vehicle is not used will be reimbursed at a rate per mile established by the City. When -5- 006.128625.3 travel or local transportation (at non-local functions) is by rental car, all rental car fees and charges are reimbursable when substantiated by receipts. Local travel (at non-local functions) by airport limousine is reimbursable when substantiated by receipts. Taxicabs and parking fees are reimbursable and receipts for such expenses should be obtained whenever possible. Travelers who are assigned a city vehicle shall be reimbursed for gas only and not mileage; however, a gas receipt must be submitted to receive reimbursement. (3) Reimbursement for lodging will be on the basis of actual cost of a single occupancy. Double occupancy rate will be reimbursed if no single room is available or if traveling with the traveler's spouse. No reimbursement will be provided for expenses charged for in-room movies or in-room food/beverage bars. (4) If a traveler is out of town for longer than one day, the traveler shall be allowed one personal telephone call reimbursed per day providing that the time limit of that call is reasonable. All calls which are related to City business shall be reimbursable to the traveler. (5) Gratuities (tips) arc recognized as a legitimate part of the cost of travel and a proper charge against the City, when such expenses are necessary. (6) Registration fees, including meals and other programmed affairs and activities. are reimbursable upon presentation of receipts. Receipts are not required for any activities included in or on the registration form for the event when a City check is issued for direct payment of such fees and charges. Registration fees may include social activities which are part of the program for the event. Expenses for social events and entertainment which are not part of the program shall not be reimbursable except as provided in Section 12 below. (7) All travelers will be reimbursed for the actual meals expenses, except for alcoholic beverages which will not be reimbursable. A receipt for meals will be provided whenever possible. (8) If a traveler accompanies a city employee or City official who has an authorized City credit card and the credit card holder other than the traveler pays for meals and other expenses with the City credit card, then the traveler shall not be eligible for reimbursement for those expenses paid by the credit card holder other than the traveler. The credit card holder who pays any expenses for a traveler will be reimbursed for such expenses provided the credit card holder lists all such expenses incurred on the Travel Expense Report and the names of the traveler for whom the expense was incurred. (9) Any other necessary expense not otherwise provided, incurred for the benefit of the City, together with receipts whenever possible and explanations thereof, 6- 006.126626.3 should be claimed on an individual basis by completing the necessary travel form and should be signed by the traveler. (10) Travelers may obtain travel advances when requested through the Finance Department only for expenses which cannot be charged to the City credit card issued to the traveler. The necessary travel form must accompany the request and must be signed by the traveler. All advances shall be accounted for within thirty (30) working days after completion of the authorized travel, but in no event later than October 10 of each year for advances made in the previous fiscal year. (11) The City will reimburse for travel, meals or expenses for spouse of the traveler when the spouse accompanies the traveler, the event includes activities which may be attended by the traveler's spouse, and the attendance of the traveler's spouse is otherwise in the best interests of the City considering the nature of the event, the role of the traveler with respect to the event and the attendance of other spouses at the event. The City will not reimburse for travel, meals or expenses of other family members of the traveler. (12) Entertainment expenses incurred by the traveler which serve a valid public purpose will be reimbursed to the traveler. The Travel Expense Report of the traveler must include the nature of the entertainment, those present, and a brief summary of the business discussed. Receipts must be provided for all entertainment expenses. (13) All Travel Expense Reports must be completed as stated above. (14) Any travel by a traveler which is reimbursed under this Non-Local Travel Policy is subject to the availability of budgeted funds for such purpose. (15) The travel policy set forth above does not apply to local expenses as described in Section 1 of this Resolution. (16) If the traveler has been issued a City credit card, then any such card shall only be used for expenses which are reimbursable under this Non-Local Travel Policy. If the City pays the expenses charged to any such credit card, then the traveler shall not be reimbursed for such charges, but will complete a Travel Expense Report as stated above. 006.126625.3 -� This redlined draft, generated by CompareRite (TM) - The Instant Redliner, shows the differences between - original document : C:\SYSUTILS\FLCONV\FLTEMP.DOC and revised document: C:\SYSUTILS\FLCONV\FLTEMP2.DOC CompareRite found 11 change(s) in the text Deletions appear as Overstrike text surrounded by {} Additions appear as Double Underline text surrounded by [I 006.128625.3 compared to 006.128625.2 5/7/01 3:19:04 PM 006 217696.1 RESOLUTION NO. {2001} 12001-9_0 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA RELATING TO THE PAYMENT OF A MONTHLY STIPEND IN THE AMOUNT OF $275.00 TO THE MAYOR AND CITY COMMISSIONERS FOR LOCAL TRAVEL AND LOCAL EXPENDITURES INCURRED IN THE PERFORMANCE OF OFFICIAL BUSINESS ON BEHALF OF THE CITY; PROVIDING FOR CITY SPONSORSHIP OF LOCAL FUNCTIONS; PROVIDING FOR REIMBURSEMENT OF NON-LOCAL TRAVEL AND NON- LOCAL EXPENDITURES INCURRED IN THE PERFORMANCE OF OFFICIAL BUSINESS ON BEHALF OF THE CITY; PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Ocoee recognizes that the Mayor and Commissioners incur expenses locally in carrying out the official business of the City and that some, but not all, of these expenses are currently reimbursed by the City; and WHEREAS, the City Commission recognizes that the current system of reimbursing the Mayor and Commissioners for expenses incurred locally has resulted in an inefficient and administratively costly system; and WHEREAS, the City Commission desires to decrease the administrative costs and paperwork associated with paying and accounting for the local travel and local expenses incurred by the Mayor and the Commissioners; and WHEREAS, the City Commission desires to provide the Mayor and each Commissioner with a monthly stipend to cover their local travel and local expenses incurred in carrying out the official business of the City; and WHEREAS, the City Commission also desires to adopt a policy setting forth guidelines to govern the reimbursement of non-local travel and non-local expenditures incurred in the performance of official business on behalf of the City. 006 217696.1 2 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OCOEE, FLORIDA, AS FOLLOWS: SECTION 1. Monthly Stipend. In lieu of reimbursement for specific local travel and local expenses, effective May 1, 2001, the Mayor and each Commissioner will receive by the 10th day of each month a stipend in the following amount: (i) the Mayor will receive a stipend in the amount of $275.00, and (ii) each Commissioner will receive a stipend in the amount of $275.00. This stipend will cover local expenses incurred in carrying out the official business of the City, including, but not limited to, local travel expenses, local meal expenses, local organization dues where the elected official is the member, admission and registration fees at local events, and other local miscellaneous expenses incurred while carrying out official business on behalf of the City. The stipend shall be the only money received by the Mayor and each Commissioner for such local expenses and the City will not provide reimbursement for local expenses that exceed the stipend amount. No accounting to the City shall he required in connection with the expenditure of the monthly stipend. For the purposes of this Resolution, "local" or "locally" shall mean within Orange County, Seminole County, Osceola County, and Lake County. SECTION 2. City Sponsorships of Local Functions. The City may from time to time sponsor local functions or purchase a corporate table for local functions. Nothing in this Resolution shall preclude the Mayor or any Commissioner from attending any such function as a representative of the City using a ticket purchased by the City nor shall this Resolution require the Mayor or any Commissioner to reimburse the City for the ticket associated with any such function. 006.217696.1 -3- SECTION 3. Reimbursement for Non-Local Travel Expenses and Non-Local Expenditures. Expenses incurred by the Mayor and each City Commissioner in carrying out the official business of the City at non-local functions, including, hut not limited to, expenses for travel, meals, registration fees, and other business purposes on behalf of the City, shall be governed by and reimbursed in accordance with the City Commission Non-Local Travel Policy attached hereto as Exhibit "A" and by this reference made a part hereof. For purposes of this Resolution, "non-local" shall mean outside of Orange County, Seminole County, Osceola County and Lake County. Additionally, registration fees for Florida League of Cities functions shall be considered a "non-local" expenditure without regard to the geographic location of any such function. SECTION 4. Severability. If any section, subsection, sentence, clause, phrase or portion of this Resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portion hereto. SECTION 5. Conflicts. All resolutions, or parts of resolutions, in conflict herewith are hereby repealed and rescinded. SECTION 6. Effective Date. This Resolution shall become effective immediately upon passage and adoption. 006 217696.1 PASSED AND ADOPTED this day of , 2001. ATTEST: APPROVED: CITY OF OCOEE, FLORIDA Jean Grafton, City Clerk S. Scott Vandergrift, Mayor (SEAL) FOR USE AND RELIANCE ONLY BY READ FIRST TIME AND ADOPTED THE CITY OF OCOEE, FLORIDA; UNDER AGENDA ITEM NO. APPROVED AS TO FORM AND LEGALITY this day of , 2001. FOLEY & LARDNER By: City Attorney -5-006 217696.1 EXIIIBIT "A" CITY COMMISSION NON-LOCAL TRAVEL POLICY This City Commission Non-Local Travel Policy is adopted for purposes of regulating non-local (authorized' travel, meals, registration fees, and other expenses which are incurred by the Mayor and City Commissioners for business purposes on behalf of the City. These individuals will be identified throughout this policy as the "traveler". The City shall pay certain expenses to the traveler in order that the traveler may attend {non- local" meetings, conferences, seminars, workshops and similar events which serve a public purpose and are considered to be in the best interest of the City. The need for City travel for which reimbursement may be claimed by the travelers named above on behalf of the City of Ocoee is acknowledged as serving a public purpose and being in the best interests of the City. All such persons are eligible to travel for the conduct of City business or to attend non-local meetings, conferences, seminars, workshops and similar events for the benefit of the City, at City expense, pursuant to proper authorization prescribed in these regulations. (1) A Travel Expense Report issued by the Finance Department, which shall be used by all travelers requesting reimbursement for "authorized" non-local travel expenses, shall be completed. The report will be filed within (fort' five (15)) "thirty (30)1 working days after completing the authorized travel, but in no event later than October 120} J101 of each year for any report related to authorized travel in the previous fiscal year. fFor the purposes hereof, "authorized travel" or "authorized non-local travel" is non-local travel which has been approved by the City Commission as part of the annual budget and for which funds are available and non-local travel otherwise approved by the City Commission and for which funds are availahle.l (2) Non-local transportation expenses will be reimbursable as set forth below. All non-local travel must be by a usually traveled route. If a person travels by an indirect route for his/her own convenience, any extra costs shall be borne by the traveler, and reimbursement for travel expenses shall be based only on such charges as would have been incurred by a usually traveled route. Air travel, if necessary, shall be by upgradeable coach class, when practicable, and a receipt shall be required for all such air travel; provided, however, that the traveler may, at the traveler's expense, upgrade to business or first class in which case the City will reimburse for the cost which would have otherwise been incurred for air travel by upgradeable coach class. Notwithstanding the foregoing, the City will reimburse a traveler for business or first class travel if required by the Americans with Disabilities Act. Travel by private car when a City vehicle is 6- 006 217696.1 not used will be reimbursed at a rate per mile established by the City. When travel or local transportation (at non-local functions) is by rental car, all rental car fees and charges are reimbursable when substantiated by receipts. Local travel (at non-local functions) by airport limousine is reimbursable when substantiated by receipts. Taxicabs and parking fees are reimbursable and receipts for such expenses should be obtained whenever possible. Travelers who are assigned a city vehicle shall be reimbursed for gas only and not mileage; however, a gas receipt must be submitted to receive reimbursement. (3) Reimbursement for lodging will be on the basis of actual cost of a single occupancy. Double occupancy rate will be reimbursed if no single room is available or if traveling with the traveler's spouse. No reimbursement will be provided for expenses charged for in-room movies or in-room food/beverage bars. (4) If a traveler is out of town for longer than one day, the traveler shall be allowed one personal telephone call reimbursed per day providing that the time limit of that call is reasonable. All calls which are related to City business shall be reimbursable to the traveler. (5) Gratuities (tips) are recognized as a legitimate part of the cost of travel and a proper charge against the City, when such expenses are necessary. (6) Registration fees, including meals and other programmed affairs and activities, are reimbursable upon presentation of receipts. Receipts are not required for any activities included in or on the registration form for the event when a City check is issued for direct payment of such fees and charges. Registration fees may include social activities which are part of the program for the event. Expenses for social events and entertainment which are not part of the program shall not be reimbursable except as provided in Section 12 below. (7) All travelers will be reimbursed for the actual meals expenses, except for alcoholic beverages which will not be reimbursable. A receipt for meals will be provided whenever possible. (8) If a traveler accompanies a city employee or City official who has an authorized City credit card and the credit card holder other than the traveler pays for meals and other expenses with the City credit card, then the traveler shall not be eligible for reimbursement for those expenses paid by the credit card holder other than the traveler. The credit card holder who pays any expenses for a traveler will be reimbursed for such expenses provided the credit card holder lists all such expenses incurred on the Travel Expense Report and the names of the traveler for whom the expense was incurred. 006 21]fi96.1 (9) Any other necessary expense not otherwise provided, incurred for the benefit of the City, together with receipts whenever possible and explanations thereof, should he claimed on an individual basis by completing the necessary travel form and should be signed by the traveler. [ All such expenses must serve a responsible for payment of the expense.} (10) Travelers may obtain travel advances when requested through the Finance Department only for expenses which cannot be charged to the City credit card issued to the traveler. The necessary travel form must accompany the request and must be signed by the traveler. All advances shall be accounted for within [forty five (15)} }thirty (30)1 working days after completion of the authorized travel, but in no event later than October 4204 1101 of each year for advances made in the previous fiscal year. (11) The City will reimburse for travel, meals or expenses for spouse of the traveler when the spouse accompanies the traveler, the event includes activities which may be attended by the traveler's spouse, and the attendance of the traveler's spouse is otherwise in the best interests of the City considering the nature of the event, the role of the traveler with respect to the event and the attendance of other spouses at the event. The City will not reimburse for travel, meals or expenses of other family members of the traveler. (12) Entertainment expenses incurred by the traveler which serve a valid public purpose will be reimbursed to the traveler. The Travel Expense Report of the traveler must include the nature of the entertainment, those present, and a brief summary of the business discussed. Receipts must be provided for all entertainment expenses. (13) All Travel Expense Reports must be completed as stated above. (14) Any travel by a traveler which is reimbursed under this Non-Local Travel Policy is subject to the availability of budgeted funds for such purpose. (15) The travel policy set forth above does not apply to local expenses as described in Section 1 of this Resolution. 1(16) If the traveler has been issued a City credit card, then any such card shall only be used for expenses which are reimbursable under this Non-Local Travel Policy If the City pays the expenses charged to any such credit card then the traveler shall not he reimbursed for such charges, but will complete a Travel Expense Report as stated above.' 006.277696.1 8- REVISION LIST The bracketed numbers refer to the Page and Paragraph for the start of the paragraph in both the old and the new documents. [1:1 1:1] Changed "2001 " to "200106" [6:3 7:3] Changed "non-local travel," to "non-local authorized travel," [6:4 7:4] Changed "attend meetings," to "attend non-local meetings," [6:6 7:6] Changed "for non-local" to "for authorized non-local" [6:6 7:6] Changed "forty-five (45) " to "thirty (30) " [6:6 7:6] Changed "20 " to "10 " [6:6 7:61 Changed "year." to "year. For ... available." [7:8 8:8] Changed "traveler. ... the expense." to "traveler. " [8:1 9:1] Changed "forty-five (45) " to "thirty (30) " [8:1 9:1] Changed "20 " to "10 " [8:6 9:7] Add Para "(16) If the traveler ... as stated above." 006 217696.1 -9-