HomeMy WebLinkAbout01.22.2001• •
COUNCIL WORK SESSION
January 22, 2001
5:00 p.m.
Council Chambers
Members present: Mayor Rooff, Anders, Jordan, Krizek, Murphy, Gronen, Getty, Berry.
Moved by Jordan, seconded by Gronen that the Agenda, as proposed, be approved. Ayes: Six.
Absent: Berry. Motion carried.
The following proposed changes to the City 's Travel Policy were reviewed.
The city will reimburse actual expenses up to the following rates and receipts are required:
In state/Out of state $35.00 per day
Large cities (New York, Washington DC, Los Angeles, etc. and other as
requested) $55.00 per day
Meals included as part of the registration fee will not be reimbursed. Reimbursement will only be
paid for the days of the conference. For one day seminars, lunch only will be reimbursed unless it
is included as part of the registration.
Emily Kuntz, Internal Auditor, reported that the proposed travel policy was reviewed with
Department Heads, and they recommended that the meal rates be changed to $40.00 per day for
in state/out of state and $75.00 per day for large cities.
Berry now present at 5:04 p.m.
The city will not reimburse any expenses for alcoholic beverages.
The city will not reimburse meals or hotel expenses for one -day seminars within a 125 mile radius
of Waterloo, except for a lunch not included in the registration.
Ms. Kuntz stated that Department Heads expressed concern that some times employee travel the
day before a conference so that the city will not have to pay overtime or comp time. Ms. Kuntz
suggested that the travel policy be changed that when Department Heads submit a travel request
that is for over night within the 125 mile radius policy, they state in writing why it is necessary for
the employee to stay overnight.
Councilperson Jordan suggested that we contact other cities to see what they pay for travel
expenses. Councilperson Anders stated that he personally feels the Expense and Reimbursement
form is confusing, but if it is working for others we do not need to change the form.
There will be no meal reimbursements for in -town seminars unless lunch is not provided as part of
the registration. The meal expense must have taken place during the scheduled conference time.
The city will not reimburse employees for meal expenses not related to a conference or authorized
travel.
The city will not pay for or reimburse an employee for any personal related expenses or for
expenses incurred by a family member.
Original receipts are required for all travel related expenses to be reimbursed, including all meal
expenses, hotel, taxi, airfare, etc.
The rules apply when the city's credit card is used. All credit card receipts must also be turned in.
Ms. Kuntz stated that when an employee uses a personal vehicle, the city's current policy
reimburses him/her 25 cents per mile and the standard is 34.5 cents per mile.
Council Work Session
January 22, 2001
Page 2
Mayor Rooff asked Ms. Kuntz to review mileage and per day expenses allowed by other cities
and the State of Iowa.
With no further business before the council, it was moved by Getty, seconded by Jordan that the
meeting be adjourned at 5:25 p.m. Ayes: Seven. Motion carried.
Nancy Eckert
City Clerk