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Home My WebLink AboutORD 1981-744 1980-1984BILL NO. 802 COUNTY OF HAWAII - STATE OF HAWAII ORDINANCE NO. 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 amended to read as follows: "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. A11 in-state travel for employees of the executive branch shall be approved by the Mayor; except that the Prosecuting Attorney is authorized to approve in-state travel for employees of his department. Likewise, all in-state travel for employees of the legislative branch shall be approved by the Council Chairman. The authority 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 conform with the training policy administered by the Department of [Personnel Services] Civil Service. "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 over the entire period of travel, 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 -2- B. Per diem allowance for overnight travel at [the following rates for full twenty-four hour periods or fraction of the first twenty-four hour period: 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;] rates equal to the highest allowance for such expenses payable to any County employee in a bargaining unit; 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 one-day trips; that is, leaving and returning the same day.] C. Per diem allowance for less than a full day shall be payable only for travel to other islands. For non-overnight travel within the County, employees shall be entitled to meal allowance and other allowed expenses. "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 (not covered by collective bargaining agreements) shall not exceed the following rates: -3- 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 for non-overnight travel shall be payable for travel that [at least] extends beyond the [adjacent judicial district;] boundaries of the adjacent geographic district from the geographic district where an employee's baseyard, station, or usual place of work is located; provided that members of the County Council, boards, commissions and committees may incur meal expense regardless of district travel requirements. For purposes of this section, the geographic districts are: Puna; South Hilo; North Hilo; Hamakua; North Kohala; South Kohala; North Kona; South Kona; and Ka'u. C. Payment for meal expenses must be supported by receipt or affidavit. Any excess cash advanced for meal expenses must be returned not later than five (5) working days after completion of travel. "SEC. 4.06 OTHER ALLOWABLE EXPENSES. A. Other allowable expenses include airfare, ground transportation (including tips), airport parking, business telephone calls, secretarial -4- 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 (including collision insurance waiver, gasoline and tax) and parking charges shall not exceed [$20.00] $30.00 a day. U-drive cars may be used for personal business incidental to official travel; e.g. driving to restaurant for meals. The department head shall assure that funds are available and that rental is necessary and cost is reasonable. 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: a. Bodily Injury Liability (excluding passenger) - $100,000 for each person and $300,000 for each occurrence. -5- 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 scheduled, 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 furnished 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 respective branches of government, may disallow any unauthorized, improper or unreasonable expense. The Mayor or Council Chairman may also authorize expenses in excess of the established limits or may authorize meals with business meetings, awards and recognition events, and entertainment of important persons or may approve exceptions with good cause to any provision relating to travel and expenses. -6- Meals may also be provided to employees who do not otherwise qualify under this section or under any negotiated employee contract while attending workshops, conferences or training sessions at the request or direction of the department head and to the benefit of the County. "SEC. 4.08 FUNDS FOR TRAVELING EXPENSES. Funds for traveling 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. A. 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. B. Any excess funds advanced for travel must be returned not later than five (5) working days after completion of travel. "SEC. 4.09 REPORTS. A. Upon return from travel but not later than five (5) working days after return, a certificate 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 -7- 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 the County training policy. "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 (15) 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.] rates equal to the highest rates payable to any County employee in a bargaining unit. -8- ~` A' 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 conflicts 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, Hawaii Revised Statutes, the latter provisions shall prevail." SECTION 2. Material to be repealed is bracketed. New material is underscored. The bracketed material or the underscoring need not be included in printing this ordinance. SECTION 3. This ordinance shall take effect upon its approval. INTRODUCED BY: • ~,,, • . Council Member, Co my of Hawaii Hilo, Hawaii Date of Introduction: Date of Adoption: Effective Date: November 18, 1981 November 24, 1981 November 30, 1981 -9- Hilo, Hawaii Date: November 18, 1981 FIRST READING AYES NOES A/E Dahlberg X De Luz X Domingo X Fujii X Hale X Kawahara X Lai X Schutte X Ch r. Yamashiro X 9 0 0 Publication Date: Hilo, Hawaii 'na~F P. r.,,~,,,,.,r,,,r ~ n i a Q i SECOND & FINAL READING AYES NOES A/E Dah lberg X De Luz X Domingo X Fuj ii X Hale X Kawahara X Lai X S ch ut to X Ch r . Y auras hi ro X 9 0 0 Publication Date: DEC 8191 We do hereby certify that the foregoing BILL was adopted by the County Council and published as indicated above. Approved~nL~=+~~rr~~Ac3 thisday of ~~ ~ ~l~L.",~;~-~~-~ , l9 . .::. ~ ~.. ayor, County of Hawaia, " ~ . ® . County C e Bill No. 802 Reference: C-560/FC-139 M.B. No. Ord. No. ( __