20.20(A) Reimbursable Travel. The Mayor and City Commissioners shall be reimbursed for their own travel expenses incurred in connection with
business related travel outside of the
. The Mayor and City Commissioners shall not be reimbursed for travel within the
.
20.20(B) Criteria to determine Reimbursable Travel. The following criteria are utilized by the
to determine whether travel expenses are reimbursable:
20.20(B)(1) The conference or meeting is held by one of the following organizations: the National League of Cities, the Florida League of Cities, the Broward League of Cities or the U.S. Conference of Mayors; and
20.20(B)(2) The purpose of the travel is for continuing education in one's capacity as an elected official, representation of the
, or at the direction of the
; and
20.20(B)(3) Adequate funds are available within the approved budget or approved by the
separately.
20.20(B)(4) Other Travel. For a travel reimbursement request that does not meet the criteria above, the
shall place the request on the next available
agenda for Commission consideration. Requests for travel reimbursement that do not meet the criteria above must be submitted via a memorandum addressed to the
and shall include:
20.20(B)(4)(a) The purpose or specific benefit of the trip that would be achieved by reimbursing an elected official for the travel expenses.
20.20(B)(4)(b) The anticipated dates of the travel and destination(s).
20.20(B)(4)(c) Detailed costs that may be incurred.
20.20(C) Reimbursable Expenses.
20.20(C)(1) Meals and Incidentals. For meals and incidental expenses, the rates as promulgated and published by the United States General Service Administration ("GSA") shall govern. The GSA website provides for entry of the location of the travel destination, and then discloses Meal and Incidental Expense ("M&IE") reimbursement caps for breakfast, lunch, and dinner. The pages displaying the per diem rates for the travel location and the M&IE pages shall be printed and submitted along with the City's Travel Expense & Reimbursement Form. Authorized travelers may request reimbursement up to the per diem caps for meals and incidentals for each full day away. First and last days of travel are capped at 75% of the total daily cap. The website is available at: https://www.gsa.gov/portal/content/104877.
20.20(C)(2) Lodging. Lodging shall be expensed at the "standard" or "base rate" accommodation. If the Mayor or City Commissioner lodges at a higher class for his or her own convenience, any extra costs shall be borne by the traveler; and expenses shall be based only on such charges as would have been incurred at the "standard" or "base rate".
20.20(C)(3) Usually Traveled Route. All travel must be by a usually traveled and direct route. In case the Mayor or City Commissioner travels by an indirect route for his or her own convenience, any extra costs shall be borne by the traveler; and expenses shall be based only on such charges as would have been incurred by a usually and direct traveled route.
20.20(C)(3)(a) Airfare. Airfare shall be expensed at the "coach" or comparable rate. In case the Mayor or City Commissioner travels at a higher class for his or her own convenience, any extra costs shall be borne by the traveler; and expenses shall be based only on such charges as would have been incurred at the "coach" or comparable rate. In case airfare has been purchased and travel does not occur, if the traveler has been reimbursed for the cost of the airfare, the balance available on the ticket in the traveler's name shall be available for future airfare for
business, or the traveler may purchase the balance from the City to apply to personal travel.
20.20(C)(3)(b) Mileage Expenses. Payment for mileage when a personal vehicle is used shall be used on the distance eligible utilizing Google Maps, MapQuest, or similar mileage estimating website, from point of origin to point of destination based on the shortest route. Each year, the IRS publishes standard mileage rates used to calculate the deductible costs of operating an automobile for business purposes. Those per-mile rates shall be used for the mileage expense rates when a personal vehicle is used, multiplied by the number of miles between the point of origin to the point of destination as described above. The information is displayed at the IRS website at the following url: https://www.irs.gov/tax-professionals/standard-mileage-rates.
20.20(C)(4) Other Eligible Expenses. The following incidental travel expenses of the traveler may be reimbursed.
20.20(C)(4)(a) Taxi/Ride Share Fares.
20.20(C)(4)(b) Ferry fares; and bridge, road and tunnel tolls.
20.20(C)(4)(c) Storage or parking fees.
20.20(C)(4)(d) Communication expense.
20.20(C)(5) Ineligible Expenses. Expenses during the course of travel not directly related to official
business shall not be eligible for expense or reimbursement.
20.20(D) Filing of expense form; proof of expenditures. Within 60 days after incurring expenditure, the Mayor or City Commissioner shall file with the
a signed travel expense form setting forth the reasonable expenses incurred for which City payment is sought. The form shall contain a statement that the expenses were actually incurred by the Mayor or City Commissioner as necessary travel expenses in the performance of official duties and shall be verified by a written declaration that it is true and correct as to every material matter. Whoever receives an allowance or reimbursement by means of a false claim shall be liable to the
in the amount of the overpayment. Receipts documenting each expense must accompany the form, except for M&IE. If a travel expense form has not been filed within 60 days after incurring an expenditure, the
shall not reimburse such expenses.
(Ord. 2010-09, passed 10-4-2010; Am. Ord. 2023-03, passed 5-1-2023)