City of Clinton Employee Handbook
Approved by City Council 7-98
Revisions May 2002 - to date
14. USE OF CITY MOTOR VEHICLES & TRAVEL POLICY
The use of a City-owned vehicle by an employee for personal family use is strictly prohibited, except where otherwise specified by the City Council. It is the responsibility of the employee to assure that the vehicle is used for City business only. All employees who drive a City-owned vehicle must have a valid Oklahoma driver’s license which must be personally on or accompanying the person when driving such vehicle.
A few City employees may take home a city vehicle because they are on call. No one who lives outside the city limits may take a city vehicle home without the express approval of the city manager.
An employee who normally takes a city vehicle home, may not leave that vehicle at their home while they are on vacation. The vehicle will be left at the appropriate shop or yard. If you do not have a shop or yard, then the vehicle will be delivered to the street department yard, with the keys turned over to the street department to be kept at their office. In this way, if your vehicle is needed for any reason, it will be available. It is your responsibility to make the necessary arrangements prior to departure. (8-00)
Should the employee have an accident with a City-owned vehicle, he/she shall first notify the Police Department and then his/her immediate Supervisor. The Department Head shall notify the City Managers office. All traffic violations incurred by the employee while driving a City-owned vehicle are the personal responsibility of the employee. All such violations shall be reported to the Department Head.
Alcoholic beverages and other narcotics are prohibited in City vehicles at all times.
The City will obey all Internal Revenue Service rules applicable to employees use of City owned vehicles. The City shall determine the value of an assigned vehicle and shall deduct at the appropriate rate the necessary amounts to cover the value of the vehicle.
Travel Policy
Approved by the City Council 5-97
Travel Policies and Procedures
Employees are entitled to claim reimbursement for certain expenses incurred while in a travel status on official business assignments. Entitlement and allowances are limited to those stipulated by action of the City Council, as administered by the City Manager. These conditions must be observed for all official travel performed by City personnel.
A. POLICIES:
1. The City Council has full responsibility and power to adopt all policies and procedures necessary to administer official travel performed by City personnel.
2. All overnight travel must be approved by the City Manager or his/her specifically authorized designee. Unusual travel circumstances not covered in these policies and procedures may be submitted to the City Manager, for special consideration and approval, however, such approval shall not be construed to establish a permanent practice unless so adopted by the City Council.
3. Requests for non-emergency in-state and out-of-state travel must be submitted for approval on a Travel Request form (Form A) at least two weeks before the travel is to commence, unless such travel is for Council members who shall be exempt from this procedure.
4. Reimbursement for travel is limited to that amount actually incurred, using the most direct and usually traveled route, and utilizes the method of transportation which is in the best interest of the City. When travel is performed by privately owned vehicles, only the vehicles owner will be entitled to submit a claim for reimbursement of transportation expense.
5. City Personnel operating City or privately owned vehicles for official travel must have a valid drivers license. In addition, liability insurance, that complies with the minimum requirements of Oklahoma statue, must be carried by City personnel using privately owned vehicles for official travel. A current certification from the insurance company showing proof of coverage must be on file before travel commences.
6. Claims for travel reimbursement must be submitted on a Travel Report Form (Form B) to the City Manager for payment.
B. TRAVEL STATUS:
When traveling on City business with a City vehicle, credit cards for gasoline will be checked out from the City Treasurer. These cards will be used to supply fuel, and minor service to City owned vehicles on business trips. Receipts must be kept and turned in with the card upon returning.
MasterCard/Visa cards may be checked out and used to cover the cost of lodging and meals.
When attending a conference where registration has been paid and meals have been
covered in that registration, only meals not covered by the conference will be allowed. A credit card may be used to cover these meals. If lodging has not been prepaid, then it may
be guaranteed with the use of a credit card and paid for with a credit card. All receipts must be returned.
b. Allowance for Meals:
Breakfast $6.00
Lunch $6.00
Dinner $10.00
For all local activities, all persons are expected to follow the above guidelines for authorized amounts.
Exceptions: Department Heads when attending State organizational meetings, i.e. Chiefs of Police Association, Public Works, Oklahoma Municipal League functions, etc., Council members when attending conferences, City Manager when attending conferences.
All City personnel are expected to use City vehicles over private vehicles, credit cards over cash advances. Private vehicle use and cash advances are often necessary, but the preferred policy is to use City owned vehicles and City issued credit cards.
III. Transportation Claims
1. City vehicles: Claims will be limited to reimbursement for out-of-pocket expenditures for such items as gas, oil, and minor repairs. Receipts must be furnished.
2. Private vehicles: City personnel properly authorized by the City Manager or designee, to use their privately owned vehicle for official travel are considered to be in a travel status for the purpose of mileage reimbursement. Reimbursement for this method of transportation is limited to a stated rate per mile traveled, no other transportation amounts or expenditures may be claimed.
3. Local transportation: Reimbursement of customary fares by local
transportation such as taxi, or bus services may be claimed.
C. TRAVEL ALLOWANCES:
Travel expenses are defined under the general headings of per diem subsistence and transportation costs. Claims for reimbursement of travel expenditures actually incurred must be submitted accordingly.
I. Per diem subsistence expenditures include meals, lodging and other incidental costs, such as bus and/or taxi fare.
II. Transportation costs include carrier fares, mileage, allowances for the use of privately owned vehicles and communications costs.
a. Carrier fares are paid in full or as otherwise provided elsewhere in this manual
b. Mileage allowance for personal vehicle use will be that amount established by the
City Council. The present allowable rate is thirty cents ($.36) per mile and is subject to change.
c. Communication expenditures actually incurred and necessary to the purposes of the travel engagement may be claimed for reimbursement.
D. TRAVEL ADVANCES:
I. Obtaining advances:
Advances will be approved upon presentation of a Travel Order (Exhibit A) signed by the City Manager. The following amounts may be advance on such requests: Per diem, private vehicle mileage, and all other estimated expenditures, when necessary.
II. Reimbursement of Travel Advances:
Upon return from a trip, the employee will complete a travel claim, showing the amount previously advanced. If the claim is greater than the advance a check will be drawn payable to the employee. If the claim is less than the advance, the employee will remit the difference at the time the claim is submitted.
III. Non Reimbursable Expenses
Employee is responsible for personal expenses such as: private telephone calls, movies, alcoholic beverages, additional cost for spouse, etc.