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HomeMy WebLinkAboutCOMM. 028 . _ ...,�...._. A.0 • 4� ate. ... .�.. sit " ® 4 \ 41) HERBERT T. MATAMOI'OR 4 ,gam (2)*(9HL--.96 fifi(01 • February 22, 1979 • MEMORANDUM TO: Charter Commissioners FROM: Mayor Matayoshi • RE: Per Diem/Mileage Claims This will hopefully clarify your questions regarding per diem and mileage claims that we had discussed at our dinner meeting on January 3.0 , 19790 According to the County Charter, Section 13-4 (g) , "Members shall . receive no compensation, but shall be reimbursed for necessary expenses incurred in the performance of their duties. Necessary expenses may be paid in advance asper diem allowance, which shall be established by ordinance. Members of boards and commissions who do not receive compensation from their employers during the time they are serving on boards and commissions, shall be reimburs- ed by the County for actual work hours lost at the straight time rate of pay of such members in their regular employment , but in no case shall such reimbursement exceed five times the state minimum wage hour rate: " So far, no claim has been filed for lost wages in the performance of public duties. Per diem is based on a rate of $30° 00 per night, and will be given only if the meeting/hearing ends at 10 :00 p.m. and the distance is considered too far or other conditions prevent return home that night. Only then, will the per diem be given from a reasonable time a member started his travel to attend the meeting/hearing, and will end at a reasonable time needed to reach home the next morning. Per diem allowance is to be used to cover lodging and meal expenses. A certificate of travel must be completed when per diem allowance is received. • The reimbursable meal allowance for members of boards and commis- sions is based on the rate of $3.00 for breakfast, $3000 for lunch, and $6000 for dinner (these limits may be increased shortly) . The members' rate or the actual amount' paid for the meals (if less than the rate) will be subtracted from any per diem allowance if paid ' by the County in advance. COMM. • • • • COUNTY OF HAWAII HILO, HAWAII 96720 � ® • 9 Charter Commissioners Page 2 February 22 , 1979 • The mileage reimbursement is based on the rate established by Ordinance 304 in the Hawaii County Code, Section 4004, Article 10, Chapter 2 (b) - Rate, "All officers and employees of the County, except for County Council Members , shall be entitled to mileage allowance (mileage shall be paid at a rate of. fifteen (15 ) cents per mile for the first six hundred miles in a calendar month, and ten (10) cents per mile for every additional mile or fraction of a mile in excess of six hundred miles in that month; provided that excluded employees shall be paid the same rate provided for -in negotiated contracts of bargaining units that these employees . would have belonged to had they not been excluded. " A mileage claim form is available to claim this reimbursable expense. Claims should be accumulated by agency clerks and processed monthly to cut down paperwork. Basic no-fault insurance coverage must be in effect. • We have, attached copies of the policy/memos establishing these rules for your informations If you have any further questions, please feel free to contact Dr. Fujimoto at 961-82110 HTM:ah • Attachements • cc: /Mrs. Carnet Mr . Oda Mr. Legaspi . ' .f , 4 • BIL•©0 328_ COUNTY OF HAWAII - STATE OF HAWAII ORDINANCE 304: AN ORDINANCE AMENDING ARTICLE 10 , CHAPTER 2 OF THE HAWAII COUNTY CODE RELATING TO TRAVEL AND OTHER EXPENSES . WHEREAS , on August 3 , 1977 , the County Council adopted Ordinance No. 293 , which increased the compensation for use of private automobiles for all officers and employees of the County of Hawaii; and • WHEREAS, the members of the County Council are desirous •„A. of exempting themselves from the increase in compensation for use of private automobiles , NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE COUNTY OF HAWAII : SECTION 1. Section 4. 04 , Article 10 , Chapter 2 of the • Hawaii County Code, as amended by Ordinance No. 293 on August 3 , 1977 , is amended to read as follows.: -.SEC. 4.04 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. • Sa. RATE All officers and employees of the County :• "I except County Councilmembers , shall be entitled • to mileage allowance [Mileage shall be paid] at ' a rate of fifteen (15) cents per .mile . for the first six hundred (600) miles in a calendar `•r ' • :1:'' ; ,t,.'. r• �:'{ �x...y" 11i :, ! t )`�J.t_.,... ': nu:m=1 and ten (10) cents per mile for every • . • a • additional mile or fracten of a mile in excess of six hundred (600) miles in that • month; provided that excluded employees shall be paid the same rate provided for in • negotiated contracts of bargaining units that these employees would have belonged to • had they not been excluded. County Council- members shall be entitled to mileage allowance at a rate of twelve (12) cents aer mile . ' " [B] Ca FLAT MONTHLY ALLOWANCE The Mayor [A department head] may authorize payment of monthly automobile allowance to any officer or employee [over whom he has administrative supervision] for the regular use of a privately-owned automobile [ , with the approval of the Mayor] . " SECTION 2. Material to be repealed is bracketed. New material is underscored. In printing this ordinance, the • brackets, bracketed material, and underscoring need not be included. • SECTION 3o This ordinance shall take effect upon its approval. ' INNTRODUCED BY: /1)0,/,.1• / /44i A Arai 4111U Council Mem er, Cbunty of Hawaii Date of Introduction: August 17, 1977 nate of Adoption: September 7, 1977 ; ..t' ffect c� Da .x :Sr!nterbcr 23 1977 '''...:. • • r COUNTY OF HAWA I I DEPARTMENT OF FINANCE • February 23, 13'73 • • • • 111EMORANDUM TIO® 73-2 • TO: All Departments FROM: Director of Finance SUBJECT:_ Questions on Travel Policy C Several questions were raised on the travel policy . amendments and are cir':ulated for your information. 1. Does preparation time count as travel time? ANSWER. yes. . If a truck driver is ordered to take a load of cinders to Kona and stay overnight in Kona, the time it takes to load the truck will be considered part of travel time. This interpretation was agreed to by UPW and County management. 20 Must a certificate of travel statement be completed after overnight travel to Kona? ANSWER. yes. The certificate of travel statement itust be completed and a copy submitted to the Treasurer, same as in travel off the . island. • 3 What hour at night is it reasonable to drive home from Kona or Hilo or Kohala? • ANSWER. If business is completed before 10: 00 p.m. , it is reasonable to drive home and per diem allowance will not be authorized. An exception is when work is planned the following day in the distant area. : . • 4. How should meal charges be handled when the status of a traveler changes from non-per diem to per diem? ANSWER, If an employee travelling on a non-per diem status charges meals to the County, then has to remain overnight in a rural area (thus changing his status to per diem) , his per • diem allowance will be reduced by the amount of the actual charges 'incurred for meals during non-per diem status. • • • • . •••••': e•-•• .. .. �J.' ., • C+]!va.• Wy.� r.1.. ). � }:.. t:.4..... .K11 vt J.. CA:.QI .d..l.:r'., iiA...•.: - .\ �1. I.r ..�..a. � •'w'"''�. '!Y.4 �` '.\-' _'t. S Y 4: r� h.. :.'.•.^ N .N"h�l''':�,.��.T.�.M �,. l' •r'� iiL.r,::n, .rt:\}'I` •i'ty ...r ' '... . ...v.• r_ ,�,:•. <:... �^„'t:\"�... • .. , All Departments 1 ...4.... February 23, 1973 - • 5 , Are members of boards and commissions from rural, areas travelling to Hilo for business entitled to meals as well as mileage allowance? ANSWER. Yes. The same policy applies to members of boards and commissions. . • "Z-;"'.----Z,- . . . Stanley---A: Nakamae Director of Finance • . - ..-.A. • . . . 1 . 1 , . . _ . _ . , • . . , . . . . _ I • . . 1 , , • • . ,-!''...,",',.,. .,-...,::. 22-it7,-. .0 ,,', ,;-::..,0:,;,, -.,: e.?,',::,:s"...44Y .4:,,./..1'..::,".;,,,,,,,' '.'..,..., ...,,, ,,A4,.. . - -,Ifsw ' ) or.''....;,....\_.N.s1,'-:.:s . • t4UNIC6tI ICIr URA '-,,. %al' STANLEY A. NAKAMAE Mayor �tF-"'p'e--• =?= Director of Finon:e 1 COUNTY OF HAW/-11 DEPARTMENT OF FNANCE 25 Aupuni Street Otho, Hawaii 96720 . November 14, =972 • COUNTY COUNCIL • 1 • COUNTY OF HAWAII • TILO, HAWAII - C ' • The following amendments to our Policy on Travel, approved January 22, :•.970, are submitted for your consideration® 1. Amend Seca - Co 3.b, (2) to read as follows: " (2) Per diem allowance fcr overnight travel within - the County o:‘- to another County in t:-le State shall not exceed $30 .00. . • 2. Amend Sec. C. 3obo (5) to read as 'follows: " (5; In computing per diem allowance for a fraction of a day in overnight travel or for inter-island non-overnight travel, one- :.uarter of the rate shall be allowed for each six hours or fraction thereof. " ' 3. Amend . Sec. Co 3obo (6) to read as follows: . • " (6) For non-overnight travel in the County, actual expenses for meals and other incidental expenses shall be • authorized. Unreasonable or excessive c-narges may be disallowed by the Finance Director. " - 4. Add new section (8) to Seca Co 3ob. to read as follows : • • " (8) If any County official receiving per diem allowance _ . should have any personal expense (payable out of such per diem • allowance) charged to or paid separately by the County, he shall • . . . ' deduct the amount of such charge (but not to exceed $3. 00 for lunch and $6.00 for supper) from his per diem allowance. The deduction or refund, in case of advance receipt of per diem 4 . allowance, shall be made on the `Certificate of Travel and Claim • for Expenses' form-. " , 1 . ' r', • To: PEM •:,4.<.�•+t,.:m,:.„.:... .:.I•ti r..l.. Y.r .W.,1e..'u..,y...iL.w,••'lo;.1``'ntio•ti t.y_ ..aa..(;A',Y'er )l YU n.:1-:it. 1, .ri.f"`,z:4\heti..rt:.1.2... :`.:�y(,�it_i..... _�_.._ ... . .....;c.�..... ..t"..... .. Wit-• ,. ...•;t. 1 County Council w .: . • November 14, 1572 • • 5. Amend Sec. C. 10. a. to read as follows: "a. Within thirty days after return from travel that a per diem allowance is payable, a 'Certificate of Travel and • Claim for Exp mses ° form (Appendix A) must be filed with the Treasurer to support the expenditure of funds for travel and tc• file claim for reimbursement of expensas from the Petty Cash Eind. Please note tzat the certificate need not be notarized. " 6. Amen. Sec. E. 1. Transportation by reducing the minimum insurance limits to "$10, 000/320, 000 for bodily injury . and $5,000 for propertydamage or such other minimum specifies by law. " 7m Amend Sec. G. 3. to read as :follows: • "3® Any automobile used for County business must be insuredin limits of $10, 000/$20, 000 for bodilyinjury'�ur Y and $5 . 0-00 for property damage or such other minimum specified by law. Before any person can be paid flat monthly automobile allowanc..e or mileage allowance, the department head who p administers the fund from which such allowance is to 1e paid must satisfy himscaf :that the insurance requirement has bec,:i met. "• • 8. Add new Section "H" and re-designate old one Section "'-i" to Section "I' . "H, Conflicts Between Policy and Negotiated Contrac . If there are any conflicts between this policy and any item • contained in a negotiated contract between the County and an exclusive representative, the latter shall prevail . • 9. These amendments shall take effect upon approval by the County Council. . • Director/of Finance APPROVED: . / . ,/1 //72L ,�,A` mayor I herebS7 certify that these amendments to the Policy on Travel we±e approved by the County Council on • County Clerk • • r l"•,•°7�-1�r '^'�^5'J1�,p:..:�•..n., �.Jd:�� ...r`c. �- ..-..vv�F ...,,.L r i41.'%,%„:•q.";;,;,4 .♦' •, •..,.. r.. _. ....er .•d._.-,