Each elected official of the City, excluding the Judge of Sylvania Municipal Court, shall be reimbursed by the City for actual expenses incurred by such official or use of such official’s personal automobile by such official in connection with activities directly related to the discharge of his official duties, subject to and in accordance with the following:
(a) The total calendar year annual reimbursement shall not exceed the following:
(1) Nine hundred dollars ($900.00) for the Mayor;
(2) Six hundred dollars ($600.00) for each such official other than the Mayor. (Ord. 31-95. Passed 3-20-95.)
(b) The total daily reimbursement for each such official shall not exceed the following:
Two hundred dollars ($200.00) a day plus registration fees for such expenses incurred. (Ord. 102-99. Passed 9-7-99.)
(c) Reimbursement for use of personal automobiles shall be at the rate per mile permitted by the Internal Revenue Service and shall apply only to required trips outside of the City.
(d) Written request for reimbursement for such expenses and/or automobile use shall be required and shall be made on such form or forms as shall be designated by the Mayor, from time to time. There shall be required and the same shall be attached to such request for reimbursement, receipts, cancelled checks or other evidence of payment for the following:
(1) Public transportation;
(2) Hotel, motel or other away from home accommodation;
(3) Registration fees; and
(4) Any single expenditure of five dollars ($5.00) or more.
(e) Such written requests for reimbursement by such elected officials other than the Mayor shall be submitted to the Mayor for approval and his approval shall be endorsed thereon before such reimbursement shall be made. The Mayor’s written request for reimbursement shall be considered approved upon appropriation of money to Account Nos. 110 7710 2160 - Conferences and Conventions/2150- Travel and Mileage.
(f) The Director of Finance is authorized to pay such reimbursement to such elected official, upon being presented with a written request approved as provided in subsection (e) hereof (independent approval not required on Mayor’s request), from the respective elected officials.
(g) The maximum annual limitation on reimbursements provided for herein shall not be considered a mandatory annual appropriation to the extent of such maximum limitations and such reimbursements shall be made only when sufficient funds are appropriated by Council to the proper Account Nos. 110 7710 2160-Conferences and Conventions/2150-Travel and Mileage of the respective elected officials. In the event any annual appropriation to such Account Nos. 110 7710 2160- Conferences and Conventions/2150-Travel and Mileage of such elected officials does not provide sufficient funds to permit the reimbursement payment to the maximum annual limitation for each such elected official, then such maximum annual limitation indicated herein for each elected official shall automatically be reduced pro rata and pro tanto for the year in which such annual appropriation does not so provide sufficient funds.
(h) Elected officials shall not be reimbursed for expenses incurred by them, including for the use of their personal automobile, related to travel to and from regular or special Council meetings, committee meetings or board and commission meetings and advances to cover anticipated expenses are prohibited for such elected officials.
All employees and officials of the City other than elected officials shall be reimbursed at the rate per mile permitted by the Internal Revenue Service for the use of such employee’s or official’s personal automobile on required City business when a City automobile is not provided for such business.
(Ord. 31-95. Passed 3-20-95.)