110.2004
RESOLUTION AUTHORIZING AMENDMENT TO SECTION 1007 OF
TOWN OF QUEENSBURY EMPLOYEE HANDBOOK AND RENAMING
SUCH SECTION TO READ “VEHICLE USAGE AND TRAVEL
REIMBURSEMENT POLICY AND PROCEDURES”
RESOLUTION NO.: 110, 2004
INTRODUCED BY: Mr. Daniel Stec
WHO MOVED ITS ADOPTION
SECONDED BY: Mr. Tim Brewer
WHEREAS, the Town of Queensbury has adopted, as part of its Employee Handbook,
Section 1007, “Vehicle Usage Policy and Procedures”, and
WHEREAS, Section 1007 mentions out-of-town meetings and reimbursement for travel, but
does not provide significant guidance to reimbursement procedures, and
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WHEREAS, General Municipal Law 77-b provides that actual and necessary registration
fees, actual and necessary expenses of travel, meals and lodging and all necessary tuition fees incurred
in connection with attendance at a conference shall be a charge against the municipality and the amount
shall be audited, allowed and paid in the same manner as other claims against such municipality, and
WHEREAS, the Town of Queensbury believes that it should have a uniform policy for
reimbursement of travel, meals and lodging expenses, and
WHEREAS, the Town Board wishes to amend its Employee Handbook Section 1007 and
rename this section, “Vehicle Usage and Travel Reimbursement Policy and Procedures” accordingly,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes the amendment of the
Town of Queensbury’s Employee Handbook Section 1007 and rename this section, “Vehicle Usage
and Travel Reimbursement Policy and Procedures” amend subsection “Out-Of-Town Meetings” and
bold
rename this section, “Meetings Outside of Town Hall” to read as follows (new language is in
print
and language to be deleted has a line drawn through it):
“OUT-OF-TOWN MEETINGS OUTSIDE OF TOWN HALL
This Policy shall apply to all officers and employees of the Town of Queensbury
who travel on official Town business, including attendance at Town-sanctioned
conferences.
Town vehicles shall be used whenever possible by employees for travel while on official
Town business. Prior approval must be obtained from the Town Supervisor before a
personal vehicle may be used for official Town business. All employees must have prior
approval from the Town Board in order to attend meetings which are either out-of-state or
more than two hundred (200) miles from the Town office building. All employees must
have prior approval from the Town Supervisor to attend meetings which are more than one
hundred (100) miles from the Town office building.
Expenses for travel, meals, lodging, etc., must be pre-approved at least fifteen (15) days in
advance by the Town Supervisor in order to be reimbursed after audit by the Town Board.
Reimbursed expenses are not to exceed the amount budgeted for such meetings by the
Department. Tax exemption certificates are available in the Comptroller’s Office.
Anticipated travel must be pre-approved at least 15 days in advance by the
Town Supervisor in order to qualify for reimbursement after audit by the Town
Board.
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Only actual registration fees, travel expenses, meals, lodging and tuition fees
may be paid as a claim against the Town. Tax exemption certificates are
available in the Accounting Office.
If a Town officer or employee elects to travel with a spouse, any additional
lodging, travel and meal costs incurred as a result of the spouse’s attendance
are the sole responsibility of the officer or employee and will not be paid by the
Town.
Meal expenses will be limited to be consistent with the rates published by
federal government as listed by the U.S. General Services Administration (GSA).
st
Effective October 1, 2003, GSA has determined that for the City of Manhattan,
the total maximum reimbursable rate for meals and incidental expenses is $51
broken down as follows:
Breakfast - $10
Lunch - $12
Dinner - $26
Other Incidentals - $ 3
The Town Board adopts these as the maximum reimbursement rates for meal
reimbursement for travel in the City of Manhattan. The Town will reimburse
actual employee and/or officer meal expenses to the maximum per diem
allowed.
In order to be entitled to reimbursement, an employee must sign a statement
verifying that the reimbursement requested is for his/her own or another
officer or employee’s allowable meals and expenses.
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If two or more Town employees are traveling together, it is acceptable for one
employee to pay the bill and seek reimbursement for the maximum allowed for
each individual. For example, if the employees eat dinner together in
Manhattan, one employee could pay the bill and would be entitled to
reimbursement of that bill provided that each employee meal total does not
exceed the allowed $26.
Travel outside of Manhattan will be reimbursable at rates consistent with the
st
maximum per diem rate for Albany as set by GSA. Effective October 1, 2003,
the maximum allowable per diem rate is $47 broken down as follows:
Breakfast - $ 9
Lunch - $11
Dinner - $24
Other Incidentals - $ 3
If an officer or employee is traveling to an area other than Manhattan and
believes that the maximum per diem rate is insufficient, the officer or employee
may petition the Town Supervisor for approval of reimbursement at a higher
rate provided that such approval is sought at least 15 days in advance of travel.
In no event shall the maximum per diem rates approved by the Town
Supervisor exceed the maximum amount allowed for the area of travel by GSA
for the year of travel.
Questions regarding the Vehicle Usage Policy should be directed to the Town Supervisor’s
Office.”
and
BE IT FURTHER,
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RESOLVED, that the Town Board further authorizes and directs the Town Supervisor’s
Office to distribute copies of this Resolution to all Town employees and amend the Employee
Handbook accordingly.
nd
Duly adopted this 2 day of February, 2004 by the following vote:
AYES : Mr. Boor, Mr. Turner, Mr. Strough, Mr. Stec
NOES : Mr. Brewer
ABSENT: None
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