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HomeMy WebLinkAboutORD 1980-520 1976-1980Bill No. 550 (AMEPID3ll ) COUNTY OF HAWAII - STATE OF HAWAII ORDINANCE NQ.:,_ S20 AN ORDINANCE AMENDING CHAPTER 2, AR'PICLE 10, SECTION 4 OF THE HAWAII COUNTY CODE RELATING TO TRAVEL AND OTHER EXPENSES. BE IT ORDAINED BY THE COUNCIL OF THE COUNTY OF HAWAII: SECTION 1. Chapter 2, Article 10, Section 4 of the Hawaii County Code is repealed and replaced by the following: "SEC. 4. TRAVEL AND OTHER EXPENSES. "SEC. 4.01 ENTITLEMENT. All officers and employees of the County, including members of boards, committees and commissions, shall be entitled to travel and other necessary expenses connected with the performance of their official duties in accordance with the provisions of this section and subject to 'procedures prescribed by the Director of Finance and approved by the Mayor. "SEC. 4.02 TRAVEL STATUS. Personnel shall be considered to be on travel status only during the time they are conducting official business away from their regular place of business and while traveling to and from the place at which such business is regularly transacted. "SEC. 4.03 TRAVEL AUTHORIZATION. A. All In-State travel for employees of the executive branch shall be approved by the Mayor. Likewise, all In-State travel for employees of the legislative branch shall be approved by the Council Chairman. The author- ity to approve such travel may be delegated. B. For out-of-state travel, a written request shall be prepared and shall be approved by the Mayor for members of the executive branch and the Council Chairman for employees of the legislative branch. A travel itinerary shall be attached to the request. A copy of the approved request must be attached to the requisition for air transportation. C. The department head shall assure that travel is necessary, that funds are available, and that expenses to be incurred are proper and reasonable under the circumstances. D. Travel for training purposes shall also con- form with the graining policy administered by the Department of Personnel Services. "SEC. 4.04 OVERNIGHT TRAVEL EXPENSES. A traveler may accept either of the following methods of payment for personal expenses incident to overnight travel. A. The actual cost of lodging, meals (including tips) and laundry, supported by receipts and/or affidavit provided that prior approval is secured from the official authorizing such travel and an explanation in selecting this option is attached to the certificate of travel; or B. Per diem allowance for overnight travel at the following rates for full twenty-four hour peri- ods or fraction of the first twenty-four hour period: -2- 1. Out-of-State $ 50.00, effective upon approval of this ordinance; and $60.00 effective July 1, 1980; 2. In-State $ 40.00, effective upon approval of this ordinance; and $45.00 effective July 1, 1980; provided that in the case of official travel time involving ~a fraction of a day, the allowable claim shall be in terms of quarter- day periods, with the quarter-day periods measured from midnight. This shall also be applicable for ane-day trips; that is, leaving and returning the same day. "SEC. 4.05 MEAL ALLOWANCE FOR NON-OVERNIGHT TRAVEL. A. Except as modified by Paragraph B of Subsection 4.07 of this section, meal allowance (including tax and tips) for non-overnight travel shall not exceed the following rates: Breakfast $ 4.00 Lunch $ 5.00 Dinner $10.00 Breakfast will be=_ allowed when travel time begins before 6:00 a.m. Lunch will be allowed for travelers whe=n travel time begins before 11:00 a.m. and ends after 1:00 p.m. Dinner will be allowed i=or travelers when travel time begins before 6:00 p.m, and ends after 8:00 p.m. B. Meal allowance for non-overnight travel shall be payable for travel that at least extends beyond the adjacent judicial district; provided that members of the County Council, boards, commissions and committees may incur meal expense regardless of district travel requirements. -3- "SEC. 4.06 OTHER ALLOWABLE EXPENSES. A. Other allowable expenses include airfare, ground transportation (including tips), airport parking, business telephone calls, secretarial fees, registration fees, mileage claim for use of a private automobile and any expense relating to the conduct of official business. B. Rental cost of U-drive cars and parking charges shall not exceed $20.00 a day. U-drive cars may be used for personal busi- ness incidental to official travel; e.g. driving to restaurant for meals. The depart- ment head sha1.1 assure that funds are available and that rental is necessary and coat is reason- able. C. Air travel shall be on commercial airlines at the economy class by the most direct route to and from the: points specified in the travel authorization; provided that inter- island and intra-county travel by non- commercial and non-scheduled private aircraft (owned or rented) is authorized under the following conditions: 1. The pilot must possess a current private pilot's certificate issued by the Federal Aviation Administration; 2. The aircraft must possess a current certificate of air-worthiness issued by the Federal Aviation Administration; 3. The aircraft must carry the following liability insurance: -4- a. Bodily Injury Liability (excluding passenger) - $100,000 for each person and $300,000 for each occur- rence„ b. Property Damage Liability - $100,000 for each occurrence. c. Passenger Bodily Injury Insurance - $100,000 for each person. d. The County of Hawaii shall be named as additional insured under the policy. 4. Payment for such travel by private aircraft shall be made at rates that traveler would have had to pay had he traveled on sched- uled, commercial airlines. Additional passengers will be paid the difference between the first traveler's payment and the operating cost of the privately-owned aircraft or rental cost of a rented aircraft. "SEC. 4.07 ADJUSTMENTS AND EXCEPTIONS. A. When government quarters and/or meals are fur- nished at no cost or at low cost, the amount of per diem allowance shall be reduced by the Director of Finance. B. The Mayor or Council Chairman, for their respec- tive branches of government, may disallow any unauthorized, improper or unreasonable expense. The Mayor or Council Chairman may also authorize expenses in exc:ess of the established limits or may authorize meals with business meetings, -5- awards and recognition events, and entertainment of important persons or may approve exceptions with good cause to any provision relating to travel and expenses. "SEC. 4.08 FUNDS FOR TRAVELING EXPENSES. Funds for travel- ing expenses at the specified per diem rates and/or meal allowance plus other known or determinable expenses may be secured by way of a cash advancement from the Treasurer's Petty Cash Fund or by way of reimbursement upon completion of travel. Per diem allowance for travel exceeding five (5) days in duration shall be obtained through the requisition process unless time will not allow use of this method. "SEC. 4.09 REPORTS. A. Upon return from travel but not later than five (5) working days after return, a certif- icate of travel and claim for expense form shall be completed and filed with the Director of Finance. B. In addition, after attendance at conferences, workshops, seminars or educational meetings, a written report shall be prepared. This report shall discuss the subject matter covered and benefits of attendance. It may be an individual or group report and shall be filed with the Mayor or Council Chairman, as the case may be, within thirty (30) days after return. C. This reporting requirement shall not apply to travel for in-service training sponsored by the department or training that is approved in accordance with t:he County training policy. -6- "SEC. 4.10 COMPENSATION FOR USE OF PRIVATE AUTOMOBILE. A• MILEAGE ALLOWANCE. A department head may authorize any officer or employee over whom he has administrative supervision to use privately-owned automobiles on official business on ea mileage allowance basis when publicly-owned vehicles are not available or are impractical to use. B. RATE. All officers and employees of the County including County Council-members, shall be entitled to mileage allowance at a rate of twenty-one (21) cents per mile for the first six hundred (600) miles in a calendar month and fifteen (1_`i) cents per mile for every additional mile or fraction of a mile in excess of six hundred (600) miles in that month; provided that excluded employees shall be paid the same rates provided for in negotiated contracts of bargaining units that these employees would have belonged to had they not been excluded. C• FLAT MONTHLY ALLOWANCE. The Mayor may authorize payment of monthly automobile allowance to any officer or employee for the regular use of a privately-oy„ned automobile." "SEC. 4.11 CONFLICTS WITH EMFLOYEE CODITRACTS. If there are any conflict between any provision of this section on travel expenses and any provision in a negotiated contract between the County and an exclusive representative and any provision of Chapter 89C, the latter provision shall prevail." - 7- SECTION 2. This ordinance shall take effect upon its approval. INTRODUCED BY: o y of Hawaii Cou i Me r. Date of Introduction: Date of Adoption: Effective Date: January 23, 1980 February 6, 1980 February 12, 1980 -8- Hilo, Hawaii Date: Ta,,,,a,-„ ~ z i aan FIRST READING AYES NOES A/E 6aNberg g Domingo X Fujii X Garcia X --i Kawahara g li LaI X Sameshima X Tajiri X Chr. Yamashiro X 8 1 Publication Dote: JAN 30 1980 Hilo, Hawaii Date: February 6, 1980 SECOND & FINAL READING AYES NOES A(E Dahlberg X Domingo X Fujii X Garcia X Kawahara X Lai X Sameshima X ~ Tajiri _ X - - ~ -_ __ Chr. Yamashiro -1 _- X - 9 - - ~ _ - -- -~ Publimtion Date: We do hereby certify that the foregoing BILL was adopted by the County Council and published as indicated above. / ,. - o - r ~~Y"~ ..,~ f Counal Cfiainr n w _ °~i/ I. ~ _ ~ t. ~ " /s E_- ~ County Clerk ., ~ ~ ~. ,,,~ Approred~ +h i>~1.-~Y of C County of Howoii -~ 'iii! No. 550 _~AMENDED) Rcierence:__ C-138 4~FC- 279 M.B. No. ____ Cr~ (~ ~Yit<~~~~ ~,.;~. Bill No. 550 COUNTY OF HAWAII - STATE OF HAWAII ORDINANCE AN ORDINANCE AMENDING CHAPTER 2, ARTICLE 10, SECTION 4 OF THE HAWAII COUNTY CODE RELATING TO TRAVEL AND OTHER EXPENSES. BE IT ORDAINED BY THE COUNCIL OF THE COUNTY OF HAWAII: SECTION 1. Chapter 2, Article 10, Section 4 of the Hawaii County Code is repealed and replaced by the following: "SEC. 4. TRAVEL AND OTHER EXPENSES. "SEC. 4.01 ENTITLEMENT. A11 officers and employees of the County, including members of boards, committees and commissions, shall be entitled to travel and other necessary expenses connected with the performance of their official duties in accor- dance with the provisions of this section and subject to procedures prescribed by the Director of Finance and approved by the Mayor. "SEC. 4,02 TRAVEL STATUS. Personnel shall be considered to be on travel status only during the time they are conducting official business away from their regular place of business and while traveling to and from the place at which such business is regularly transacted. "SEC. 4.03 TRAVEL AUTHORIZATION. A. All off-island travel for employees of the executive branch shall be approved by the Mayor. Likewise, all off-island travel for employees of the legislative branch shall be approved by the Council Chairman. The author- ity to approve such travel may be delegated. 1• Out-of-State $ 50.00, effective upon aPProval of this ordinance; and $60.00 effective July 1, 1980; 2• In-State $ 40.00 effective upon aPProval of this ordinance; and $45.00 effective July 1, 1980; provided that for any fractional extension of a full twenty-four hour period, traveler shall be entitled to one-fourth of the full day's rate for each period of six hours or fraction thereof. "SEC. 4.05 MEAL ALLOWANCE FOR NON-OVERNIGHT TRAVEL. A• Except as modified by Paragraph B of Subsection 4.07 of this section, meal allowance (including tax and tips) for non-overnight travel shall not exceed the following rates: Breakfast $ 4.00 Lunch $ 5.00 Dinner $10.00 Breakfast will be allowed when travel time begins before 6:00 a.m. Lunch will be allowed for travelers when travel time begins before 11:00 a.m. and ends after 1:00 p.m. Dinner will be allowed for travelers when travel time begins before 6:00 p.m. and ends after 8:00 p,m, B• Meal allowance fo:r non-overnight travel shall be payable for travel that at least extends beyond the adjacent judicial district; provided that members of the County Council, boards, com- missions and committees may incur meal expense regardless of district travel requirements. -3- "SEC. 4.10 COMPENSATION FOR USE OF PRIVATE AUTOMOBILE. A, MILEAGE ALLOWANCE. A department head may authorize any officer or employee over whom he has administrative supervision to use privately-owned automobiles on official business on a mileage allowance basis when publicly-owned vehicles are not available or are impractical to use. B, RATE. All officers and employees of the County including County Council-members, shall be entitled to mileage allowance at a rate of twenty-one (21) cents per mile for the first six hundred (600) miles in a calendar month and fifteen (1'S) cents per mile for every additional mile or fraction of a mile in excess of six hundred (600) miles in that month; provided that excluded employees shall be paid the same rates provided for in negotiated contracts of bargaining units that these employees would have belonged to had they not been excluded. C, FLAT MONTHLY ALLOWANCE. The Mayor may authorize payment of monthly automobile allowance to any officer or employee for the regular use of a privately owned automobile." "SEC. 4.11 CONFLICTS WITH EMPLOYEE CONTRACTS. If there are any conflict between any provision of this section on travel expenses and any provision in a nego- tiated contract between the County and an exclusive representative, the latter provision shall prevail.," -7- Bill 550 - 198() AN ORDINANCE AMENDING CHAPTER 2, ARTICLE 10, SECTION 4, HAWAII COUNTY CODE, RELATING TO TRAVEL AND OTHEP. EXPENSES. This Bill relates to travel. and other expenses for all officers and employees of the County, including members of boards, committees and commissions. Date Introduced: January 23, 1980 Copies of the foregoing Bill, in full, are on file in the Office of the County Clerk for use and examination by the public. I hereby certify that the foregoing Bill passed first reading at the meeting of the County Council on January 23, 1980, by the following aye and no vote: AYES: Councilmen Dahlberg, Domingo, Fujii, Garcia, Kawahara, Lai, Tajix~i and Chairman Yamashiro - 8. NOES: Councilman Sameshima - 1. COUNTY CL RK COUNTY 0 HP.WAII ORDINANCE N0. 520 (AMENDED) (Bill No. 550-1.980) AN ORDINANCE AMENDING CHAPTER 2, ARTICLE 10, SECTION 4 OF THE HAWAII COUNTY CODE RELATING TO TRAVEL AND OTHER EXPENSES. Date Approved: February 6, 1980 Date Effective: February 12, 1980 Copies of the foregoi in the Office of the County the public. I hereby certify that second and final reading at on February 6, 1980, by the ~g Ordi.nance, in full, are on file Clerk for use and examination by the foregoing Ordinance passed the meeting of the County Council following aye and no vote: AYES: Councilmen Dahlberg, Domingo, Fujii, Garcia, Kawahara, Lai, Sameshima, Tajiri and Chairman Yamashiro - 9. NOES: None. G~, ~ ~~~ COUNTY C RK COUNTY OF AWAII