2005-111-RES ADOPTING A NEW SECTION 14.20 TRAVEL TO THE CITY OF PARIS PERSONNEL POLICIES AND PROCEDURES MANUAL
RESOLUTION NO. 2005-111
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, ADOPTING A NEW SECTION 14.20, TRAVEL, TO THE
CITY OF PARIS PERSONNEL POLICIES AND PROCEDURES MANUAL;
ESTABLISHING POLICIES FOR REIMBURSEMENT OF TRAVEL
EXPENSES FOR EMPLOYEES; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN
EFFECTIVE DATE.
Section 1. That the City of Paris Personnel Policies and Procedures Manual shall be and is
hereby amended to add a new Section 14.20 to said Manual, entitled Travel, to establish policies for
the reimbursement of City employee expenses while on City business, as said Policy is attached
hereto and for all purposes incorporated herein.
Section 2. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 12th day of September, 2005.
CurtiS Fendley, M or
ATTEST:
APPROVED AS TO FORM:
Section 14.20 - Travel. Employees who travel on official City business are entitled to
reimbursement for the following expenses:
1. Lamar County event expenses (non-vehicle).
a. Senior staff members who attend social, celebratory, or charitable events
occurring in Lamar County shall be eligible for reimbursement of their
expenses by the City only upon request in advance by the senior staff member
and approval by the City Council.
b. Reimbursement for attendance at the events enumerated herein shall be
limited exclusively to the actual out of pocket expenses incurred by the City
staff member. Costs incurred on behalf of spouses or guests shall not be
eligible for reimbursement. Attendance at such events occurring in Lamar
County not approved in advance shall not be eligible for reimbursement.
c. Luncheon costs incurred by senior staff members at local restaurants within
Lamar County shall be eligible for reimbursement only when such costs were
incurred by the staff member in furtherance of that staff member's official
responsibilities, and were incurred on behalf of special consultants to the
City; were incurred associated with the staff member's attendance at
committee, board, or other group programs that require the staff member's
attendance because the staff member is a member of the governing body of
said entity; or were incurred as part of the interview process for potential job
applicants.
2. Use of personal vehicle.
a. For employees who do not receive a car allowance as part of their established
compensation package, the use of a personal vehicle while on official City
business shall be reimbursed at the most current per mileage rate established
by the U. S. Internal Revenue Service (IRS).
b. For employees who do receive a car allowance as part of their established
compensation package, the use of a personal vehicle while on official city
business outside of Lamar County shall be reimbursed based on the actual
out-of-pocket expenses incurred by the employee; there shall be no
reimbursement for use of a personal car inside Lamar County.
3. Airfare - Reimbursement of actual out-of-pocket expenses for only economy fare.
EXHIBIT A
4. Food and incidental expenses - Reimbursable on a per diem basis following the most
current IRS schedule for such costs for the respective travel location.
5. Registration Fees - Reimbursement of actual out-of-pocket expenses.
6. Lodging.
a. Actual out-of-pocket expenses shall be reimbursed for lodging in an event-
designated hotel.
b. For lodging other than in an event-designated hotel, reimbursement shall be
for the lesser of the actual out-of-pocket expense, or an amount based on the
current IRS schedule for lodging for the respective travel location.
7. Advances - Where costs can be determined in advance of travel, the employee may
request an advance of the designated costs, provided such request is received by the
Finance office at least ten (10) working days prior to the travel. Otherwise, all costs
will be reimbursed to the employee following the event.