[Adopted 2-24-1970 by Ord. No. 20-1970; amended in its entirety 3-23-2010 by Ord. No. 1-2010]
These rules and regulations are formulated to provide each department
with a guideline which will assist in the preparation, comprehension
and submission of travel requests and vouchers.
Pursuant to § 77-b of the General Municipal Law of
the State of New York, the Common Council does hereby delegate to
the Board of Managers the power to authorize any officer or employee
of the City of Cohoes to attend an official or unofficial convention
or conference or school for the betterment of municipal government
if, in its judgment, it is believed to be of benefit to the City of
Cohoes.
Nothing herein shall be construed to preclude the Common Council,
by a majority vote of its member from authorizing its members, other
officers or employees of the City of Cohoes to attend such conventions,
conferences or schools.
A.
Except as provided by special law and/or rulings funds for anticipated
expenses are not advanced. It is the responsibility of each employee
to provide funds for his or her own expenses.
B.
Reimbursements will be made by normal claim procedures, with proper
documentation and advanced authorization when required, Expenses will
be reimbursed from budgeted funds, and advance authorization is required
from the Mayor.
Only expenses that are actual, necessary and reasonable will
be reimbursed in accordance with established guidelines.
A.
Travel will be by the most direct route possible, and additional
expenses incurred by indirect routing will be an expense of the individual.
B.
Conventions, conferences and schools require seven days' advance
travel authorization duly executed by the Mayor and an authorized
official of the department or agency to which the expense is to be
charged.
C.
Travel by common carrier is the preferred mode of transportation.
Air travel must be by coach or tourist accommodation.
D.
Travel by City-owned vehicle or privately owned vehicle will be restricted
to cases where it is to the advantage of the City. Use of a City-owned
vehicle or a privately owned vehicle will require advance authorization
by the department head.
A.
Claims for reimbursement for mileage for general daily travel must
be supported by a daily mileage sheet.
B.
Travel by City-owned vehicles is preferred. When travel is by City-owned
vehicle, tolls, parking, gasoline and repairs are reimbursable subject
to receipts. Mileage will be paid when travel is by privately owned
vehicle, and tolls are reimbursable if substantiated by receipts.
A.
Lodging within 90 miles of City Hall is not an ordinary and necessary
expense and will not be reimbursed, except under emergency conditions.
Reimbursement rates shall be determined on an individual basis by
the Mayor.
B.
Reimbursement for the cost of meals and lodging per day shall be
based on 75% of the "government rate," as defined by the United States
General Services Administration. Costs exceeding these rates require
prior Mayoral approval.
C.
Rates for lodging must be actual and supported by a paid bill. If
the hotel bill is paid by credit card, the credit card charge slip
must accompany the hotel bill. (Note: Frequently, hotels do not mark
the bill as paid.)
D.
Reimbursement will not be made for New York State sales taxes paid,
since the City is not required to pay state sales tax. Exemption forms
may be obtained from the City Comptroller's office.
Reimbursement for registration fees shall be made with prior
Mayoral approval.
A.
The standard claim form will be used for all claims for travel expenses.
Original receipts must be attached to the claim. The voucher must
show the date each item of expenditure was incurred, the places between
which travel was performed, the time of departure and the time of
arrival at the destination. If travel is by common carrier, the name
of such carrier must be given; if by auto, the statement of automobile
travel showing mileage must be given. Each voucher must show the home
address and official station of the claimant and the duty or business.
B.
All airline tickets will be purchased personally in advance of the
trip. For reimbursement, a copy of the plane ticket or proof of payment
must accompany the travel expense voucher.
C.
No reimbursement for car rentals will be made unless the rental is
required due to extraordinary circumstances. The circumstances must
be explained, and reimbursement is at the discretion of the Mayor.
D.
Registration fees are to be paid by the individual and will be reimbursed
upon presentation of a brochure or announcement depicting the registration
fee and a paid original receipt.
E.
Parking fees and taxi fees are to be paid by the individual and will
be reimbursed upon presentation of an original receipt.
F.
All claims for travel expenses shall be submitted to the Comptroller's
office no later than 15 days from the conclusion of travel.
The rules of reasonableness, necessity and actuality regarding
any expenses have been established by law, and all claims will be
viewed with these criteria. Claims which appear incomplete or inconsistent
with the above rules will be reduced accordingly.
The City Comptroller shall audit and reimburse payment of expenses.
No such person shall be entitled to any compensation for the
time spent in attending such a convention, conference or school, except
that no deduction shall be made from the salary of a person so attending
because of such attendance.
Denial of reimbursement shall occur:
