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Home My WebLink AboutCOW 2013-02-25 Item 4A - Ordinance - Advanced Payment of Travel ExpensesCOUNCIL AGENDA SYNOPSIS Meeting Date Prepared by Map 's review Council review 02/25/13 PMC K9 li 03/04/13 PMC ITEM INFORMATION ITEM NO. 4.A. STAFF SPONSOR: PEGGY MCCARTHY ORIGINAL AGENDA DATE: 2/25/13 AGENDA ITEM TITLE Repeal Ordinance Nos. 614, 1215, and 1562 regarding Advanced Travel CATEGORY Z Discussion Mtg Date 02/25/13 111 Motion Mtg Date Lil Resolution Mtg Date Z Ordinance Mtg Date 03/04/13 ['Bid Award Mtg Date ['Public Hearing Mtg Date 10 Other Mtg Date SPONSOR 111 Council LIl Mayor LI HR EIDCD Z Finance E] Fire LIJ IT LI P&R [i] Police SPONSOR'S SUMMARY Repeal Ordinance Nos. 614, 1215, and 1562 eliminating the Tukwila Municipal Code Chapter 3.04 Advance Travel Expense Revolving Fund. REVIEWED BY 111 COW Mtg. LJ CA&P Cmte Utilities Cmte IIJ Arts Comm. DATE: 02/20/13 Z F&S Cmte 111 Transportation Cmte 11 Parks Comm. EI Planning Comm. CONlivfITTEE CHAIR: ROBERTSON RECOMMENDATIONS: SPONSOR/ADMIN. Finance COMMITTEE Unanimous Approval, Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED $0 AMOUNT BUDGETED $0 APPROPRIATION REQUIRED $0 Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 2/25/13 MTG. DATE ATTACHMENTS 02/25/13 Informational Memorandum dated 02/12/13 Ordinance in Draft Form Ordinance No. 614 Ordinance No. 1215 Ordinance No. 1562 Minutes from Finance and Safety Committee meeting of 02/20/13 03/04/13 1 2 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Finance & Safety Committee FROM: Peggy McCarthy, Finance Director BY: Vicky Carlsen, Deputy Finance Director DATE: February 12, 2013 SUBJECT: Close Revolving Fund for Advance Payment of Travel Expenses and Repeal Ordinance Nos. 614, 1215, and 1562 ISSUE Close the revolving fund used for payment of travel expenses and repeal Ordinance Nos. 614, 1215, and 1562. BACKGROUND The revolving fund for advance payment of travel expenses was established in 1970 pursuant to Chapter 174, laws of 1969 which provided reasonable allowance in advance of expenditure for travel related expenses incurred by elected or appointed official and employees of the City for necessary official travel. Under the current method for certain travel related expense, advances are given for meal per diem and incidentals for upcoming travel to those that request advances. The amount of the advance is based on estimated travel dates and meals not provided during the event. Upon return the employee completes a Travel Expense Reimbursement Form to reconcile actual per diem and incidentals with the conference agenda and Training Attendance Request (TAR). Any amounts not eligible for per diem and incidentals must be returned by the employee. Any additional eligible costs are paid through the AP system. In 2010 the Finance Department began issuing Procurement Cards (PCards) for a variety of City related expenses including travel expenses. DISCUSSION After the revolving fund is closed employees will still have options for handling travel related expenses. 1. Employee may choose to use their own funds and be reimbursed through AP after travel completion. The Employee would have the choice to either submit receipts and be reimbursed the actual expenses for incidentals and meals up to the per diem amount or simply receive per diem rate for meals. 2. Employee may use their PCard to pay for travel related costs. Reconciliation would still be required upon travel completion but there would be no need for additional transactions between the City and the employee. For those employees who do not currently have a PCard, they would need to be approved for a card through their supervisor and follow policy for obtaining the card. 3. Additionally, in rare circumstances, funds could be advanced through the AP system. This option would only be available for Councilmembers or to employees due to extraordinary circumstances. 3 INFORMATIONAL MEMO Page 2 Closing the revolving fund and encouraging the use of PCards for travel related expenses or reimbursing expenses after travel is completed creates efficiencies and reduces costs to the City. 1. It will streamline processes for travel related expenses for the Finance Department by eliminating the reconciliation of one checking account. 2. Reduce the amount of time necessary to reconcile travel claims. 3. Reduce expenses for the City by eliminating the cost of maintaining the account with US Bank. 4. Potentially reduce the total cost associated with travel by reimbursing actual cost for meals rather than providing per diem. Costs would be reduced when PCards are used. 5. When travel expenses are charged to the PCard or reimbursed through accounts payable, the expense is recorded on the City's financial system earlier than when advanced travel checks are issued through the revolving fund. By recording the transaction earlier, the financial statements are more complete. RECOMMENDATION Council is being asked to approve the Ordinance to repeal Ordinance Nos. 614, 1215, and 2252. This item is scheduled for the February 25, 2013 Committee of the Whole, and March 4, 2013 Regular Council Meeting. ATTACHMENTS Draft Ordinance to repeal Ordinance Nos. 614, 1215, and 1562 Ordinance No. 614 Ordinance No. 1215 Ordinance No. 1562 W:1FIN Projects\Council Agenda Items1201311nfo Memo - Close Advanced Travel Fund.docx 4 R FT AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, REPEALING ORDINANCE NOS. 614, 1215 AND 1562, THEREBY ELIMINATING TUKWILA MUNICIPAL CODE CHAPTER 3.04, "ADVANCE TRAVEL EXPENSE REVOLVING FUND "; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, Ordinance No. 614 established a revolving fund for advance payment of travel expenses to officials and employees of the City of Tukwila; and WHEREAS, Ordinance Nos. 1215 and 1562 amended Ordinance No. 614 relating to the fund amount and custodian of the fund; and WHEREAS, the revolving fund for advance payment of travel expenses is no longer necessary due to the implementation of other methods for funding travel - related expenses; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY ORDAINS AS FOLLOWS: Section 1. Repealer. Ordinance Nos. 614, 1215 and 1562, as codified in Tukwila Municipal Code (TMC) Chapter 3.04, "Advance Travel Expense Revolving Fund," are hereby repealed in their entirety, thereby eliminating TMC Chapter 3.04. Section 2. Corrections by City Clerk or Code Reviser. Upon approval of the City Attorney, the City Clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; references to other local, state or federal laws, codes, rules, or regulations; or ordinance numbering and section /subsection numbering. W: Word Processing \Ordinances \Repeal ordinances relating to advance travel fund 1 -10 -13 VC:bjs Page 1 of 2 5 Section 3. Severability. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance or its application to any person or situation should be held to be invalid or unconstitutional for any reason by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of the remaining portions of this ordinance or its application to any other person or situation. Section 4. Effective Date. This ordinance or a summary thereof shall be published in the official newspaper of the City, and shall take effect and be in full force five days after passage and publication as provided by law. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2013. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk APPROVED AS TO FORM BY: Shelley M. Kerslake, City Attorney Jim Haggerton, Mayor Filed with the City Clerk: Passed by the City Council: Published: Effective Date: Ordinance Number: W: Word Processing \Ordinances \Repeal ordinances relating to advance travel fund 1 -10 -13 VC:bjs 6 Page 2 of 2 CITY OF TUKWILA ORDINANCE NO i4 AN ORDINANCE establishing a revolving fund for advance payment of travel expenses to officials and employees of the City of Tukwila. THE CITY COUNCIL OF THE CITY OF TUKWILA DO ORDAIN AS FOLLOWS: Section 1. Pursuant to Chapter 174, Laws of 1969, and in order to provide reasonable allowances in advance of expend- iture for expenses to be incurred by elected or appointed offi- cials and employees of the City for necessary official travel, there is hereby established a revolving fund, to be known as the "Advance Travel Expense Revolving Fund ", such fund to be used solely for the purpose of making advance payments of such travel expenses. Such advances shall be made under the provi- sions of such Chapter and this Ordinance and under the rules and regulations prescribed by the State Auditor. Section 2. The custodian of this fund shall be the City Treasurer and the fund shall be established by a City Treasurer's check in the sum of $1,000.00, which shall be deposited in a special checking account in a local bank in the name of the City and entitled "Advance Travel Expense Account - -Mabel J. Harris, Custodian ". Advances for travel expenses shall be made by the issuance of checks drawn on such account payable to the applicant. A check register will be maintained in which all transactions of the fund will be recorded. Section 3. Requests for advances shall be reasonable esti- mates of the travel expense requirements of the applicant and include the following information: 7 Date of request Name of applicant Destination Purpose of travel Anticipated departure and return dates Amount requested Signature of applicant Official approval of trip Check number, amount and date (to be provided by the custodian when advance is made) Approved requests will be retained in the files of the custodian to support such advances until final settlement is made and claim for reimbursement has been submitted. Section 4.On or before the tenth day following the close of the authorized travel period for which expenses have been advanced to any officer or employee, he shall submit to the appro- priate official a fully itemized travel expense voucher for all reimbursable items legally expended, accompanied by the unexpended portion of such advance, if any. Any advance made for this pur- pose, or any portion thereof, not repaid or accounted for in the time and manner specified herein, shall bear interest at the rate of 10% per annum from the date of default until paid. Section 5. To protect the City from any losses on account of advances made as provided herein, the City shall have a prior lien against and a right to withhold any and all funds payable or to be- come payable by the City to an officer or employee to whom such an advance has been given up to the amount of such advance and interest at the rate of 10% per annum, until such time as repayment or just- ification has been made. No advance of any kind shall be made to any officeror employee at any time when he is delinquent in accounting for or repaying a prior advance. -2- 8 Section 6. Any advance made under the authority of this Ordinance shall be considered as having been made to the officer or employee to be expended by him as an agent for the City for the City's purposes only and specifically to defray necessary costs while performing his official duties. No such advance shall be considered as a personal loan to such officer or employee and any expenditure thereof, other than for official business purposes, shall be considered a misappropriation of public funds. Section 7. This Ordinance shall take effect immediately upon its passing, signing and publication. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASH- INGTON, at its regular meeting on the 6th day of April, 1970. ATTEST: - CITY CLERK APPROVED AS TO FORM n n MAYOR CITY ATTORNEY -3- 9 CITY OF TUKWIL WASHINGTON ORDINANCE NO. L2 AN ORDINANCE OF THE CITY OF TUKWILA, WASHINGTON, CHANGING THE NAME OF THE CUSTODIAN FOR THE AD- VANCE TRAVEL EXPENSE ACCOUNT, AMENDING SECTION 2 OF ORDINANCE NO. 614, AND REPEALING ORDINANCE NOS. 778, 890, 940, 1050, AND 1083. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DO ORDAIN AS FOLLOWS: Section A. Ordinance No. 614 is hereby amended to read as follows: COUNCIL ACTiO:'.:" MEE INC i DA7E AG.r�_ nil. r�.; Q '$4 gyp. Section 2. The custodian of this fund shall be the Finance Director, and the fund shall be established by a City Treasurer's check in the amount of $1,500 which shall be deposited in a special checking account in a local bank in the name of the City and entitled: "Advance Travel Expense Account - Alan Doerschel, Custodian." Advances for travel expenses shall be made by the issuance of checks drawn on such account, payable to the applicant. A check register will be maintained in which all transactions of the fund will be recorded. The Finance Director can designate a back -up person to be authorized to sign checks drawn on the "Advance Travel Expense Account." Such back -up person shall only sign in the absence of, or in the event of the incapacity of the Finance Director. Section B. Ordinance Nos. 778, 890, 940, 1050 and 1083 are hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a regular meeting thereof thisot '=`� day of , 1981. Appr'ved as to Form: ATTEST: Mayo pro Tem, ary Van Dus Ci y C erT k C y Attorney, Lawrence . Hard Published Record Chronicle - June 7, 1981 10 CITY OF TUKWILA WASHINGTON ORDINANCE NO. / 54.2 AN ORDINANCE OF THE CITY COUNCL, OF THE CITY OF TUKWILA, WASHINGTON, INCREASING THE AMOUNT IN THE "ADVANCE TRAVEL EXPENSE ACCOUNT - FINANCE DIRECTOR, CUSTODIAN" AS SET BY ORDINANCE NO. 1215. WHEREAS, the City Council desires that an adequate amount be on hand to cover the cost of employee travel while on City business, and WHEREAS, the title "Finance Director" should be shown as the Fund Custodian, and WHEREAS, it has been recommended that the amount in this fund be raised from $1,500 to $5,000. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DO HEREBY ORDAIN AS FOLLOWS: Ordinance 1215 and TMC 3.12.020 are hereby amended to read as follows: Section 2. The custodian of this fund shall be the Finance Director. The fund total shall be $5,000 which will be deposited in a special checking account at a local bank in the name of the City and entitled "Advance Travel Expense Account - Finance Director, Custodian." Advances for travel expenses shall be made by the issuance of checks drawn on such account, payable to the applicant. A check register will be maintained in which all transactions of the fund will be recorded. The Finance Director can designate a back -up person to be authorized to sign checks drawn on the "Advance Travel Expense Account.' Such back -up person shall only sign in the absence of, or in the event of the incapacity of the Finance Director. PASSED BY THE CITY COUNCIL OF, THE �OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this „7 day of 1990. ATTEST /AUTHENTICATED: antu, cting ity Jerk APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: By L"�% � .I F /D WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL; d —2 _ 9 b PUBLISHED: .1-1- 6,-- 0 EFFECTIVE DATE: -// -9” ORDINANCE NO.: / c& Z. PUBLISHED: VALLEY DAILY NEWS - FRIDAY, APRIL 6, 1990• :r L. ' an 1 sen, Mayor 11 12 City of Tukwila FINANCE AND SAFETY COMMITTEE Meeting Minutes February 20, 2013 5:30p.m.; Conference Room #3 Finance and Safety Committee PRESENT Councilmembers: Dennis Robertson, Chair; De'Sean Quinn and Allan Ekberg (filling in for Dennis Robertson) Staff: Peggy McCarthy, Mike Villa, Gail Labanara and Kimberly Matej CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:30 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Ordinance: Advance Travel Payment Staff is seeking Council approval of an ordinance that will close the revolving fund that has been utilized for payment of advance travel expenses. Staff is recommending closure of this fund due to increased efficiencies and reduction of City costs related to utilizing P -Cards for travel related expenses, as well as employee reimbursement for costs incurred post travel. Staff noted that since this policy does not typically apply to Councilmembers, unless the Council determines it to be, advance travel funds will be available to Councilmembers, or in rare instances to employees, through a request to Finance Department. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 25 COW FOR DISCUSSION. B. Resolutions and Ordinances regarding Local Improvement District (LID) No. 33 The Tukwila Urban Center Access — Klickitat Project is now complete, and the City needs to move forward with the assessment of appropriate costs within the Local Improvement District No. 33.This step in the process requires several resolutions and an ordinance that will establish and clarify the processes for public hearings, appeals and loans as outlined below: • Resolution: Appointing a hearing examiner to conduct a public hearing on the project's final assessment roll. • Resolution: Setting time and place for public hearing. • Resolution: Revises and updates terns of the interfund loan including: exclusion of contributions for the General Fund; setting the interest rate at 1.80 %; repayment by December 31, 2014; and extension of the financing period to the date the LID bond proceeds are received. • Ordinance: Amends Tukwila Municipal Code (TMC) Chapter 13.04 to include a process for administering hearing and appeal relating to assessment rolls. The Committee was in agreement with the resolutions and ordinance relating to the LID. Committee Chair Robertson requested that the memo that is provided to full Council specifically list /outline the rolls and responsibilities of the City Council in regards to hearing and appeal as outlined in the draft ordinance included in the Committee agenda packet. Additionally, Chair Robertson expressed the importance of the City Council understanding that this is a quasi-judicial process which requires that Councilmembers have no ex -parte communications. He requested that the City Attorney provide information as appropriate to the Council in order to ensure that the quasi-judicial process is adhered to and understood. UNANIMOUS APPROVAL FORWARD TO MARCH 4 CONSENT AGENDA. 13