Item P084
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
May 18, 2016
Agenda Item Number: P.8
Agenda Item Summary #1671
BULK ITEM: DEPARTMENT:
Yes County Attorney's Office
TIME APPROXIMATE:STAFF CONTACT:
Bob Shillinger (305) 292-3470
None.
AGENDA ITEM WORDING:
Approval to advertise for a public hearing to consider an ordinance
amending Sec. 2-110(3) and Sec. 2-11
reimbursement rates for subsistence (meals) while on travel, allowing for the purchase and/or
reimbursement of refundable airlines tickets, allowing for the purchase of travel insurance, and
authorizing use of chartered airline service when determined by the County Administrator to be the
most cost effective method of travel for the County.
ITEM BACKGROUND:
Pursuant to F.S. 112.061(14)(a)1., the BOCC can establish per diem,
subsistence and mileage rates that differ from the rates set by state statute for state agencies by
enactment of an ordinance or resolution. At the March 23, 2016 BOCC meeting, the Board
approved item L-2 and directed staff to move forward with the drafting of a proposed ordinance to:
Increase the subsistence (meal) allowance rates to Breakfast $10.00, Lunch $15.00 and
Dinner $30.00
Allow for the purchase and/or reimbursement of refundable airline tickets.
In addition, the proposed ordinance would authorize the purchase of travel insurance to cover the
costs of last minute trip cancellations and would specifically authorize reimbursement for the use of
chartered airline service when determined by the County Administrator to be the most cost effective
method for the County.
PREVIOUS RELEVANT BOCC ACTION:
3/18/2015 BOCC adopted 3VHMRERGI2S returning the subsistence (meal) allowance rates
to: Breakfast $6.50, Lunch $13.50 and Dinner $27.00 to the rates previously set forth in 3VHMRERGI
2S that were later reduced to the current rates pursuant to 3VHMRERGI2S
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION:
Approval
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DOCUMENTATION:
Proposed Ord increasing increasing meal rates and allowing for refundable and charter airline tickets
Sec. 2-110 and Sec. 2-111, Monroe County Code (current)
FINANCIAL IMPACT:
Effective Date: N/A
Expiration Date: N/A
Total Dollar Value of Contract: N/A
Total Cost to County: TBD - Increase in travel/travel reimbursement costs
Current Year Portion: TBD
Budgeted:
Yes
Source of Funds:
CPI: N/A
Indirect Costs: None
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant:
N/A
County Match
: N/A
Insurance Required:
N/A
Additional Details:
REVIEWED BY:
Bob Shillinger Completed 05/03/2016 5:02 PM
Budget and Finance Completed 05/04/2016 8:18 AM
Kathy Peters Completed 05/04/2016 10:03 AM
Board of County Commissioners Pending 05/18/2016 9:00 AM
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CURRENT MONROE COUNTY CODE
Sec. 2-110. - Rates of per diem and subsistence allowance.
For purposes of reimbursement rates and methods of calculation, per diem and subsistence
allowances are divided into the following groups and rates:
(1)All travelers shall be allowed for subsistence when traveling to a convention or conference or
when traveling within or outside the state in order to conduct bona fide state business, which
convention, conference, or business serves a direct and lawful public purpose with relation to
the public agency served by the person attending such meeting or conducting such business,
either of the following for each day of such travel at the option of the traveler:
a.$100.00 per diem; or
b.If actual expenses exceed$100.00, the amounts permitted in subsection (3) of this section
for meals, plus actual expenses for lodging at a single-occupancy rate to be substantiated
by paid bills therefor.
(2)When lodging or meals are provided at a state institution, the traveler shall be reimbursed only
for the actual expenses of such lodging or meals, not to exceed the maximum provided for in
this subsection.
(3)All travelers shall be allowed the following amounts for subsistence while on class C travel on
official business as provided in section 2-109(2):
a.Breakfast, $6.50;
b.Lunch, $13.50; and
c.Dinner, $27.00.
(4)No one, whether traveling out of state or in state, shall be reimbursed for any meal or lodging
included in a convention or conference registration fee paid by the state.
(Code 1979, § 2-608; Ord. No. 004-2004, § 1; ;, § 1)
Ord. No. 017-2008, § 1Ord. No. 009-2015
Sec. 2-111. - Transportation.
(a)All travel must be by a usually traveled route. In case a person travels by an indirect route for his
own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses
shall be based only on such charges as would have been incurred by a usually traveled route. The
county administrator or his designee shall designate the most economical method of travel for each
trip, keeping in mind the following conditions:
(1)The nature of the business;
(2)The most efficient and economical means of travel (considering time of the traveler, impact on
the productivity of the traveler, cost of transportation, and per diem or subsistence required).
When it is more efficient and economical to either the traveler or the agency head, jet service
offered by any airline, whether on state contract or not, may be used when the cost is within an
approved threshold determined by the county administrator or his designee; and
(3)The number of persons making the trip and the amount of equipment or material to be
transported.
(b)Transportation by common carrier when traveling on official business and paid for personally by the
traveler, shall be substantiated by a receipt therefor. Federal tax shall not be reimbursable to the
traveler unless the state and other public agencies are also required by federal law to pay such tax.
In the event transportation other than the most economical class as approved by the county
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administrator is provided by a common carrier on a flight check or credit card, the charges in excess
of the most economical class shall be refunded by the traveler to the county.
(c)The use of privately owned vehicles for official travel in lieu of publicly owned vehicles or common
carriers may be authorized by the county administrator or his or her designee. Whenever travel is by
privately owned vehicle, the traveler shall be entitled to a mileage allowance at a fixed rate of $0.53
per mile or the common carrier fare for such travel, as determined by the county administrator.
Reimbursement for expenditures related to the operation, maintenance, and ownership of a vehicle
shall not be allowed when privately owned vehicles are used onpublic business and reimbursement
is made pursuant to this paragraph, except as provided in subsection (h).
(d)All mileage shall be shown from point of origin to point of destination and, when possible, shall be
computed on the basis of the current map of the department of transportation. Vicinity mileage
necessary for the conduct of official business is allowable but must be shown as a separate item on
the expense voucher.
(e)Transportation by chartered vehicles when traveling on official business maybe authorized by the
county administrator when necessary or where it is to the advantage of the agency, provided the cost
of such transportation does not exceed the cost of transportation by a privately owned vehicle
pursuant to subsection (d) of this section.
(f)The county administrator or his designee may grant monthly allowances in fixed amounts for use of
privately owned automobiles on official business in lieu of the mileage rate provided in subsection (d)
of this section. Allowances granted pursuant to this subsection shall be reasonable, taking into
account the customary use of the automobile, the roads customarily traveled, and whether any of the
expenses incident to the operation, maintenance, and ownership of the automobile are paid from
funds of the agency or other public funds. Such allowance may be changed at any time, and shall be
made on the basis of a signed statement of the traveler, filed before the allowance is granted or
changed, and at least annually thereafter. The statement shall show the places and distances for an
average typical month's travel on official business, and the amount that would be allowed under the
approved rate per mile for the travel shown in the statement, if payment had been made pursuant to
subsection (d) of this section.
(g)No contract may be entered into between a public officer or employee, or any other person, and the
county in which a depreciation allowance is used in computing the amount due by the agency to the
individual for the use of a privately owned vehicle on official business.
(h)No traveler shall be allowed either mileage or transportation expense when gratuitously transported
by another person or when transported by another traveler who is entitled to mileage or
transportation expense. However, atraveler on a private aircraft shall be reimbursed the actual
amount charged and paid for the fare for such transportation up to the cost of a commercial airline
ticket for the same flight, even though the owner or pilot of such aircraft is also entitled to
transportation expense for the same flight under this subsection.
(Code 1979, § 2-609; Ord. No. 004-2004, § 1; Ord. No. 028-2006, § 1; , § 2)
Ord.No. 009-2015
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