City of Newburgh, NY Article IV Business Meal Policy; Mileage Reimbursement

[Adopted 5-10-1982 by Res. No. 8]

§ 65-6 Policy established.

The following is hereby established as the business meal policy of the City of Newburgh:

A. Definition. As used in this article, the following terms shall have the meanings indicated:

BUSINESS MEAL

A meal whereat a person or persons are entertained by a City officer or employee for the purpose of encouraging or developing business activity in the City of Newburgh.

B. Budget constraints. Under no circumstances may funds be spent for business entertainment purposes beyond the departmental budget allowance therefor.

C. Approval. Prior to any business meal expenditure, all City officials must obtain the written approval of the City Manager. The City Manager is not required to obtain prior approval, and other City officials shall not be required to obtain prior approval when the City Manager is directly involved in the business meal. This policy shall apply to all City officials, departments or agencies who are ultimately responsible to the City Manager and City Council.

D. Meals with in-house staff. No reimbursement may be obtained for meals with in-house staff, whether business is conducted or not.

E. Alcoholic beverage policy. It is preferred that no alcoholic drinks be charged to the City, and under no circumstances will the City be charged for more than one alcoholic drink per meal per person.

F. Reimbursement rates. City officials and employees may obtain reimbursement for business meals at the following rates:

		Maximum Metropolitan Area Rate	Maximum Rate Elsewhere
	Breakfast	$5	As determined and approved in advance
	Lunch	$10	As determined and approved in advance
	Dinner	$15	As determined and approved in advance

G. Vouchers. When submitting a voucher for reimbursement for business meals, the person seeking reimbursement must submit with the voucher a brief explanation of what was discussed and an assessment of the prospects of that individual making a business or industrial investment in the City of Newburgh of the progress which was made toward securing such an investment, together with proof of the expenditure satisfactory to the City Manager. All vouchers submitted for reimbursement must be accompanied by receipts evidencing the expenditure claimed. No reimbursement will be made for expenditures for which receipts are not provided.

[Amended 5-24-1993 by Ord. No. 7-93]

H. Review of recurring expenditures. Whenever a continuing series of business meals are had with the same person or business entity, the City Manager shall review the situation with the official or employee involved and determine whether the contacts are sufficiently productive to warrant further expenditures or whether they should not be pursued.

I. Choice of restaurant. Business meals with individuals should be within the City of Newburgh when selection is by City of Newburgh officials.

§ 65-7 Out-of-town meal policy.

[Added 12-27-1982 by Res. No. 3; amended 12-23-1985]

A. The following rates are adopted for City officers and employees for meals while such employees are on authorized City business out of town and the employee is required to stay overnight on such City business or while attending conferences at which attendance has been properly authorized by the City Manager or in other situations where the City Manager has given prior written authorization.

[Amended 1-22-1990 by Ord. No. 4-90; 4-28-2008 by Ord. No. 5-2008]

	Conditions		Maximum Amount if Receipt is Not Submitted	Maximum Amount if Receipt is Submitted
	For less than a full day's meals (as when the employee is away for only 1 or 2 meals)
		Breakfast	$5	$10
		Lunch	$10	$20
		Dinner	$10	$30
	When employee is away for entire day		$25	$60

B. Reimbursement may not be made for expenditures for alcoholic beverages, and reimbursement for such meal expense must be requested by the usual voucher procedure as outlined in the Code of the City of Newburgh. All vouchers submitted for reimbursement must be accompanied by receipts evidencing the expenditure claimed. No reimbursement will be made for expenditures for which receipts are not provided.[1]

[Amended 5-24-1993 by Ord. No. 7-93]

[1] Editor's Note: See Ch. 6, Payment of Bills.

§ 65-8 Mileage reimbursement.

[Added 12-23-1985; amended 8-12-2002 by Ord. No. 18-2002; 4-28-2008 by Ord. No. 5-2008]

The rate of mileage reimbursement payable to City officers and employees for the use of private vehicles on City business henceforth shall be the rate as shall be established from time to time by the United States Internal Revenue Service, unless otherwise determined by the City Council.