BIRCH BAY WATER & SEWER DISTRICT

COMMISSION POLICY

SUBJECT: MEETING, TRAINING and/or EMERGENCY REPAIR -LODGING, MEAL, COFFEE AND LIGHT REFRESHMENT & MILEAGE EXPENSES

The following policy applies to lodging, meal, coffee and light refreshment, and/or travel expenses pertaining to meetings, training and/or emergency repair or operations substantially beyond the normal duty hours that the District provides for or for which the District reimburses the lodging, meal and/or travel expenses.

District code 3.16 Travel Advance provides for travel advances using a per diem rate as detailed in IRS Publication 1542 for situations in which the District advances funds to cover these expenses. District Code 3.16.020 provides that for situations in which the advance is insufficient to pay the actual expenses, claim may be made therefor by voucher. This policy shall also be used in these situations to evaluate the reasonableness of the claim.

LODGING: Occasionally, employees could find themselves in- cities where lodging within the per diem rate per IRS Publication 1542 will not be possible. In such cases, employees shall use good judgment. In all cases, employees shall try to obtain the best available rate such as a conference or government employee rate. Proximity to the required meeting will also be taken into account for evaluating use of good judgment.

MEALS: While participating in District required meetings that are held during a mealtime, the District may provide the meal or pay for it based on detail below. The District will reimburse employees and/or commissioners or pay directly for the meal provided the meal is an integral part of` a meeting and/or training conducted for the purpose of District business, the meeting and/or training session is either conducted away from the employees or commissioners regular workplace or takes place outside normal working hours (9:00 a.m. to 5:00 p.m.), and when possible, is pre-approved by their supervisor, the General Manager, or Board of Commissioners. The District will also pay for or reimburse employees for meals when employees are engaged in emergency repair or operations substantially beyond their normal duty hours and when the nourishment derived from said meal is reasonably related to effective job performance. All receipts, including charge card slips, must be accompanied by a detail of the meal purchased.

Alcoholic beverages will not be provided with meals provided by the District and are not reimbursable when dining out. Occasionally, employees could find themselves in cities where dining within the maximum allowance will not be possible. In such cases, again, employees should use good judgment.

Maximum Allowances (meal + gratuity)

  • Breakfast………… $14.40 + $2.16 = $16.56
  • Lunch…………….. $21.61 + $3.24 = $24.85
  • Dinner……………. $36.02 + $5.40 = $41.43

These Maximum Allowances shall be adjusted for increases or decreases once a year from the policy approval date onward using the BLS, U.S. city average, Food away from home (Series: CUUR0000SEFV).

COFFEE AND LIGHT REFRESHMENTS: For purposes of this policy, the term “coffee” includes without limitation any non—alcoholic beverage such as coffee, tea, soft drinks, juice or milk. The term “light refreshment” includes without limitation an edible item or items that may typically be served between main meals. Examples of light refreshments that may be served at a meeting in morning hours include without limitation doughnuts, sweet rolls, breads, and bagels. Examples of light refreshments that may be served at a meeting in afternoon or evening hours include without limitation mini deli-type sandwiches (typically less than 3“ in length) pieces of raw vegetables, fruit, cheese, yogurt, crackers, pretzels, nuts, chips, cake, and cookies.

Coffee and light refreshments may be served at a meeting where:

  • The purpose ofthe meeting is to conduct District business; and
  • The coffee and light refreshment is an integral part of the meeting or training session; and
  • The District obtains a receipt for the actual costs of the coffee and/or light refreshments.

The District may also pay for or reimburse employees for coffee and light refreshments when employees are engaged in emergency repair or operations substantially beyond their normal duty hours and when the nourishment derived therefrom is reasonably related to effective job performance. This authorization shall not preclude the provisions of meals at emergency repairs or operations substantially beyond their normal duty hours which otherwise would qualify for District reimbursement or payment under the District meal policy. This authority to serve coffee and light refreshments is not intended for use in the normal daily business of the District, but rather for special situations, meetings, or occasions, as approved in advance when possible, and in writing, by the General Manager or the Board of Commissioners. The Board of Commissioners hereby authorizes provision of coffee and/or light: refreshments at official regular or special meetings of the Board, including executive sessions. This authorization shall not preclude the provision of meals at District Commissioner Board meetings which otherwise would qualify for District reimbursement or payment under the District meal policy.

MILEAGE: To and from the meeting or training. Employees should always attempt to carpool when more than one employee is attending the same meeting. Use of District vehicles is appropriate and should be the first option exercised. If you use your personal vehicle, current federal mileage rates will apply, and mileage will be paid only for travel to and from the meeting site: mileage will not be reimbursed when using your car during free time at the meeting. Our insurance carrier has made it clear that if you are on District business and use your personal vehicle, the District's insurance will not cover you if you are involved in an accident. State law requires that you be adequately insured.

APPROVED: October 13, 2011
CPI updated : Oct 2014

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