Agenda Cover Memorandum for 02/ - City of West Palm Beach

3
Chapter 5
General
Policy 5-1
form.
4. Privately Owned Vehicles – may be used by a traveler on official business, in
lieu of City owned vehicles or common carrier, if pre-approved on the “Travel
Request” form. When authorized, the driver will be compensated for mileage at a
fixed rate per mile as shown in Appendix 1, not to exceed the cost of travel by
common carrier.
� Reimbursement will not be allowed for expenditures related to the
operation, maintenance, and ownership of the privately owned vehicle.
� The traveler will be compensated for miles driven on official business.
� While at the travel destination, actual mileage may be allowed if driving is
necessary and a satisfactory explanation is provided.
� Odometer readings or mileage as published by the Department of
Transportation is required for claiming mileage.
� Only one person per vehicle may be compensated for mileage.
D. If a traveler uses a common carrier and personally pays for the transportation, proof of
payment must be provided.
SECTION IV – LODGING
Overnight accommodations may be allowed when a traveler leaves the immediate vicinity to
attend an event, such as a conference or training. Accommodations may be approved for the last
day of the event if the traveler is expected to return home after 10:00 p.m. Accommodations
may be approved for the night before an event if the traveler needs to begin travel before 6:00
a.m. in order to reach the destination at the required time.
The point of origin is as follows:
� On a workday, the point of origin is the traveler’s residence or official headquarters,
whichever is closer to the destination.
� On a non-work day, the point of origin is the traveler’s residence.
The maximum rate allowable for a traveler is single-occupancy unless additional people who
stay in the room are also authorized City travelers.
Formatted: Indent: Left: 1.19",
Bulleted + Level: 1 + Aligned at: 0"
+ Tab after: 0.25" + Indent at:
0.25", Tabs: 1.44", List tab + Not at
0.25"
Formatted: Indent: Left: 0.25",
Hanging: 0.31", Numbered + Level:
1 + Numbering Style: A, B, C, … +
Start at: 4 + Alignment: Left +
Aligned at: 0" + Tab after: 0.25" +
Indent at: 0.25", Tabs: 0.56", List
tab + Not at 0.25"
Formatted: Indent: Left: 0.25",
Bulleted + Level: 1 + Aligned at: 0"
+ Tab after: 0.25" + Indent at:
0.25"
Formatted: Indent: Left: 0.25",
Hanging: 1.25", Bulleted + Level: 1
+ Aligned at: 0" + Tab after: 0.25"
+ Indent at: 0.25"