Mileage
The COS provides employees City vehicles to be used to conduct COS business. Whenever possible these vehicles are to be utilized. When not possible or prudent, mileage rates are allowed for employees' utilizing private vehicles. All trips are to be charged based upon actual mileage traveled.
Transportation
Documented actual transportation cost of airlines, bus, taxi, rental vehicles, or rail is allowable.
Parking Tolls & Fees
Documented actual expenditures are permissible for parking fees and tolls.
Lodging & Meals
Federal per-diem rates for lodging and meals are allowable. Actual reasonable costs are allowed for lodging, up to regulatory limits and as a matter of accountability, and documentation is required.
Reimbursement
Reimbursement will be processed upon presentation of an expense report.
Use of City Vehicle
The COS currently operates vehicles procured for the purpose of fulfilling City duties and responsibilities.
Employee of the COS may use these vehicles in the performance of their job duties as coordinated by the Mayor or his or her designated staff person.
These rules apply when operating the office vehicles:
1. Vehicles may be equipped with GPS monitoring.
2. All vehicular violations cited to drivers are the sole responsibility of the driver and not the COS.
3. The driver and all passengers must wear the vehicle's safety restraint equipment while operating the vehicle.
4. Gasoline purchases should be made with the COS credit card. If this is not possible, cash purchases will be reimbursed upon presentation of a receipt.
5. Oil and fluid levels should be periodically checked by the driver. Windshield washer solvent should also be checked and maintained.
6. Responsibility for monitoring the current maintenance of office vehicles is the driver's.
7. Mechanical problems should be reported to the City Garage mechanic as soon as possible.
8. Vehicles should be kept tidy and free from paper, trash, etc.
9. Vehicles are not to be utilized for personal use.
10. Employees whose job responsibilities include regular or occasional driving shall refrain from using a cellular device while driving unless appropriate hands-free options are used. Otherwise, employees are to pull off to a reasonable safe location and safely stop the vehicle before placing or accepting a call. Safety must come before all other concerns. Special care should be taken where there is traffic, inclement weather, or the employee is driving in an unfamiliar area. Under no circumstances are employees allowed to place themselves and other drivers, pedestrians and passengers at risk to fulfill business needs.
11. Text messaging, reading e-mails, writing e-mails, or accessing the Internet while driving is not allowable under any circumstances.
12. Any employee charged with a traffic violation resulting from the use of a cellular device while driving on duty, may be subject to disciplinary action and personal liability resulting from traffic violations and is responsible for paying the cost of the violation.
CONDITIONS OF EMPLOYMENT
The COS specifies the provision of certain services to accomplish the goals of the City. Activities in conflict with the mission and goals of the City cannot and will not be tolerated. The COS considers the following policies essential to the continued provision of effective services in the City. Therefore, employees must recognize these policies as conditions of employment.
Failure of an employee to abide by the provisions contained in this section shall subject the employee to disciplinary action up to and including termination from employment. However, the employer reserves the right to terminate from employment an employee at any time for any reason, or for no reason.