04-144Council File # �� ���
Ordinance #
Green Sheet # � V �
ORDINANCE
CITY OF SAINT PAUL, MINNESOTA �
7
Presented By
Referred To
Committee Date :
An administrative ordinance to amend Saint Paul Administrative Code Chapter 40, Relocation
Reimbursement far City Employees, to facilitate title changes.
THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN:
Section 1
Section 40, Relocation Reimbursement for City Employees, of the Saint Paul Administrative
Code is hereby amended to read as follows:
Sec. 40.01. Submission of expenses.
Relocation expenses actually incurred by city employees as the result of accepting employxnent
with the City of Saint Paul may be submitted to the city office of
financial services department, accounting division, for reimbursement to the employee by the city
in accordance with Section 40.05.
Section 2
Secrion 40, Relocation Reimbursement for City Employees, of the Saint Paul Administrative
Code is hereby amended to read as follows:
Sec. 4Q.U2. Receipts required.
In order to receive reimbursement for such costs, the employee must submit written receipts
for ail such costs to the office of financial services in
accordance with 5ection 40.05.
Section 3
Section 40, Relocation Reimbursement for City Employees, of the Saint Paul Administrative
Code is hereby amended to read as follows:
li���Cilliil
�: 1 ,
1 Sec. 40.05. Policy for relocation expenses. 0�' ��1�"�
2
3 (a) Generally. An appointing officer, with approvai from the persarme} director of the office
4 of human resources may enter into an agreement with the appointee or empioyee for
5 relocation expenses if the appointee/employee incurs a move of over two hundred (200)
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miles as a result in the change of employment.
Preagreement. Prior to the relocation, the appointing officer and the employee will
execute a written agreement describing the specific eatpenses and limitations which will
be eligible for reimbursement. The section below regarding reimbursable eacpenses will
be used as a guideline for developing this written agreement. Expenses not covered by
this guideline will need to be approved by the gersanne� director of the office of human
resources prior to the execution of the written agreement. The appointee or employee
must agree to remain in city employment and to live in the City of Saint Paul for the
duration of employment with the city.
(c) Authorization. The preagreement will be pzepared based on an administrative order
authorized by the persanne} director of the office of human resources for the payment of
relocation expenses. The persamie} director of the office of human resources and the
appointing officer will consider existing guidelines and the individual circumstances in
deternuning reasonable amounts and categories of reimbursement. The amount of
reimbursement may not exceed ten thousand dollars ($10,000.00), unless the city council
approves additional amounts due to special circuxnstances. All amounts of reimbursement
must be included in the budget of the office or department affected.
(d) Reimbursable expenses. Reimbursement for an unclassified appointed empioyee may
include, but is not limited to, the following:
(1) Trauel expenses of employee for up to two (2) house hunting visits if the move is
greater than two hundred (200) miles one way. If travel is by privately owned
vehicle, the reimbursement rate will be at the current federal allowable mileage
rate.
�2)
(3)
(4)
(5)
(6)
Travel expenses of employee to the new location.
Expenses for alcoholic beverages are not reimbursable.
The cost of packing and moving household goods and personal effects.
Temporary storage not to exceed ninety (90) days.
Temporary living expenses not to exceed ninety (90) days.
(e) Advances. Advances for moving expenses are available after the preagreement has been
executed and not less than ten (10) days before eligible expenses are inctured. Advances
are to be reconciled with actual expenses with a balance either refunded by or paid to the
employee within thirty (30) days of payment. In the event there is a failure of the
employee to reconcile the advance, the finance deparfinent-accounting division is
authorized to recover the advance with payroll adjushnent.
(� Receipts required. Original copies of receipts are to be submatted for airline tickets, V't' ���
hoteUmotel receipts, moving and packing invoices, temporary storage receipts. In general,
receipts are required for all reimbursable items except meals during the relocation.
(g) Tax implications. IRS regulations require certain reimbursements to be included on
individual taYable earnings. It will be the finance departmenYs responsibility to include
these items as appropziate on employees' W-2 tasable eamings.
Section 4
That this ordinance revision shall take affect and be in farce thirty (30) days after its passage,
approval and publication.
� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
.tl�
DepartmeM/office/couneil: Date Initiated: V, � •�
MO �ayoYSOffice ,�,�-� Green Sheet NO: 3010332
CoMact Pe�son 8 Pho�: �uartment SeM To Person InitialNate
Reyne Rofuth � 0 0's Offce
266-8710 pS5;9n " 1 a or'sOffice
Must Be on Council?�genda by (Date): Number 2 ouncil
For
Routing
Order
Total # of Signature Pages _(Clip All Loptions for Signature)
Action Requested:
Cl�auges to Administrative Ordinance, Chapter 40.
RecommerWaSo�: Approve (A) or Reje¢t (R�: Personal Service Contrxts Must Mswer the Following Questions:
Planning Commission 1. Has this personlfirm ever worked under a contract for this departrnent? ,
CIB Committee Yes No
Civil Service Commission 2. Has this personlfirtn ever been a aty employee?
Yes No
3. Does this person/firm possess a skill not nortnally possessed by any
current aty employee?
Yes No
Explain all yes answers on separate sheet and attach to green sheet
Initiating Problem, Issues, Opportuniry (Who, What, When, Where, Why):
Administrarive Ordinance Code changes to Chapter 40. See attached.
AdvantageslfApproved:
See above.
DisadvantaaeslfApproved:
None.
Disadvanta9es If NM Approved:
Changes not made.
TotalAmountof 0 CosURevenue Budgeted:
Transaction: ��� ����.��� �Q�?��
FundinA Source: Activity Number:
Financiallnformation: 9k,�� � 4� �QOj�
(Explain) J rA