Ordinance 03-029 Rules & Regulations for Travel CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
ORDINANCE NO. 29
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, PROVIDING FOR TILE ESTABLISHMENT OF RULES AND
REGULATIONS FOR OBTAINING TRAVEL AUTHORIZATION, ADVANCE OF
TRAVEL FUNDS AND REIMBURSEMENT OF EXPENSES
WHEREAS, the City of Spokane Valley employees and public officials will incur
authorized business expenses for travel, subsistence, registration and related expenses while on
official business of the City of Spokane Valley; and
WHEREAS, the City of Spokane Valley would like to provide a reasonable and timely
mechanism for the reimbursement of such necessary and reasonable expenditures in accordance
with R.CW 42.24.090.
NOW, THEREFORE, the City Council of the City of Spokane Valley, Spokane County,
Washington, do ordain as follows:
Section 1. Establishing Travel Policies and Procedures.
The responsibility and authority for developing, adopting, modifying and monitoring the
Travel Policies and Procedures for reimbursement of expenses incurred while on official
business of the City of Spokane Valley is delegated to the City Council Finance Committee. it
is recognized by the City Council that public officials and employees will periodically be
required to travel and incur related expenses on behalf of the City. The purpose of the Travel
Policies and Procedures is to provide criteria for payment and/or reimbursement of valid
expenses. The Council directs that the Finance Committee consider the following in the
development of travel policies and procedures.
1. Reimbursement for transportation costs when using personal automobiles
including rates to be established on a mileage or other reasonable basis and for airfare or other
mode of travel;
2. Reimbursement for hotel/motel accommodations;
3. Reimbursement for meals either at actual cost including a per meal maximum
amount or a per diem allocation;
4. Reimbursement for incidental expenses such as parking, taxi, busses, rental cars,
etc.; and
5. Such other matters that are reasonably related to travel.
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The Finance Department, under the supervision of the Finance Committee, is directed to
develop a fully itemized travel expense form which shall be used to administer the City travel
policy and account for expenditures and reimbursement of officials or employees. Claims for
reimbursement must be accompanied by receipts showing the amount paid and items/services
received unless otherwise provided in the policies and procedures. All claims for reimbursement
shall be duly certified by the individual submitting such claim on a form approved by the
Finance Director in compliance with State regulations and guidelines established by the State
Auditor.
For Administrative Staff, the City Manager or designee shall approve expenses and
reimbursement. The City Council shall approve, through budget allocation, travel expenses and
reimbursement for Council members.
The Council reserves the right to review the Travel Policies and Procedures of the City
including modifying and amending the same from time to time.
The Travel Policies and Procedures are a public document with a copy maintained in the
office of the City Clerk.
Section 2. Effective Date.
This Ordinance shall be in full force and effect on the official date of incorporation
provided publication of this Ordinance or a summary thereof occurs in the official newspaper of
the City as provided by law.
Passed By the City Council of the City of Spokane Valley on January de 2003.
. 'N■ •
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Mayor Michael De 'lemi. g
riAleAT
Interim City Clerk, Ruth Muller
Approved As To Form:
teri City or -y, Stanle M. Schwartz
Date of Publication: zfl.zd, 2:71 2,003
Effective Date: 7A1,4 �3 ,� a0d_3
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