04-1218Council File # �� b
Green Sheet # 30 � �P � �
Presented by
Refesed To
Committee Date
1 An Ordinance amending Chapter 33 of the Saint Paul Administrative Code to change the City's mileage
2 reimbursement program to be in compliance with IRS regulations.
3 THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN:
4 Section 1
5 That Section 33.01 of the Saint Paul Administrative Code read as follows:
Sec. 33.01. Auto reimbursement authorized.
7 City officers and employees may be reimbursed for the use of their own automobiles for official city
8 business. To be eligible for such reimbursement, all officers and employees must receive written
9 authorization from his or her department, division or office director. - -' -- --` --- -- - -` -'--" '- - ---' � - -
10
11 When an emplovee is required to use his/her own personal automobile to conduct authorized City
12 business, the City shall reimburse the emplovee at the then current Federal LR. S. standard milea�e
13 reimbursement rate on the most direct route.
� '
..- . . ° . . .:� .: :. . . . .. . .. . . .
:' .. .. . �,: . , �: .. .
. :.. : : .. .. : , :: :: . ::. : .:.
.
: • i �- i � - i - • � - - i �i��:t.iwit:n�r.�ma�r�i�.i�n��li.iuw�Ni�mm�a�iiaiinmr.�ie��• � � - -
� � i � � i � - - r � • - - - i • ' i i • ' : • i i • i • � • i � - - � i �
� � , � : . _ , : i � i = - " , i , • _ _ i _ _ . . �� . _ _ _ _ . � •• - i . _ } - ° : � � � � " ' _
� • • . - � . � � " � . . • � - - � • - , •. � - � _ i . : • � i � i i � ' - i � i • � • i • _ _ : � � i
� � � ' i - - � � ` - i i - i i • - • : � • • -
r i ' � � - � - ' � + - , . i ' � i � _ . i . ' - • ' i i • - , � � . � . . � • _ - _ ' � i . i • _
- • � - � . _ - - � • , _ i _ - , '� i � - . . � - � • : . i - � � : i i i -
� � ,�..�� - i�. i . ..__ i� - ii •- c: � - �:• � ••�
' _ _ _ _ � _ _ _ _ " . . . ' " _ _ _ _ _ ' _ ' . . . . ..
• � � 1 - • - • - � • • • • - • • � - - : � i • � � ' i r - � • � • -
� i'1: - :i i i• ' ,� _ _ , �, .. ._ . �.. ,� ._.�- :1 - i �" '_
• • ' i . _ . _ . • � • _ _ _ � • - _ � - i - � •• : • � � � • - - � i � - • � • _ . �
•° - • i ���-- ii�: - ii •` i: �•• -- -
ORDINANCE
SAINT PAUL, MINNESOTA
� �
�! � �1
o� - ial g
29 �'qp�-3- The amount of the allowance may be provided by a collective bazgaining contract.
30 �qp�--� Elected officials who aze required to use their automobiles on a regulaz basis on city business
31 shall receive as a reimbursement one hundred foriy dollazs ($140.00) per month.
32 �'qp��In the event that a snow emergency is declared by the Director of the Department of Public
33 Works pursuant to Chapter 161 of the Saint Paul Legislative Code, the Chief of Police may request
34 officers of the Police Department who own four-wheel drive vehicles to utilize them as police patrol
35 vehicles for the duration of the emergency. For an officer who volunteers the use of his or her four-wheel
36 drive vehicle, each shall receive, as reimbursement therefor, the sum of fifteen dollazs ($15.00) per hour
37 for each hour the vehicle is utilized by the department and, in addition thereto, such gasoline or
38 reimbursement therefor as may be needed for the operation of the vehicle.
39 Further, the city shall saue and hold harmless such officers utilizing their vehicles hereunder from any and
40 all claims arising out of said usage and, additionally, shall repair or cause to be repaired at its expense any
41 damage sustained by the vehicle during the time of said usage, normal wear and teaz excepted.
:�
Section 2
43 That section 33.02 of the Saint Paul Administrative Code read as follows:
44 (x} The Mayor shall adopt rules and regulations governing procedures for automobile reimbursement,
45 which regulations and rules shall contain the requirement that recipients shall file daily reports
46 indicating miles driven and shall file monthly affidavits stating the number of days worked and the
47 number of miles driven; and further require that they maintain automobile liability insurance in
48
49
50
51
52 insured- of at least the minimums required by the State of Minnesota. These rules and
53 regulations, together with the amendments thereto, shall be maintained on file with the City Clerk.
� . .. . :. . :. �.. . °.. : .� , . . . . :.. :.
:. - �..• . -. --- �: .• _-._ � ��: .: , �- . � . �.� - _
• - �.. :. - _. . .:°. �: - .: � - -.- - . �
-- . ` - - � n � : - r i - - i• - - -:. - i :.i� : - -- -
� i. i' -• :� i •' ..�� 'i � �_ _ _ _ ,_- :� _
• •
.. , �. .� _ _i• -� •. '.'� �� --��: � • - � • i • � -- � • i
o�l- �a�g
.�
Section 3
61 This Ordinance shall take effect and be in force thiriy (30) days from and after its passage, approval and
62 publication.
Requested by Department of:
Human Resources
B
Form App yed by City Attorn
�':
Adoption Certifie�,i by Council Secretary
By: / ' � trJ
Approved y �r: Date �d =
�
for
P13�Lt�:l�°a'�
?( ' t 1
AdoptedbyCouncil: Date ��-c��e/'� a00�
� � o�l- iat g �
Green Sheet Creen Sheet Green Sheet Green Sheet Green Sheet Green Sheet
��
DeparhrnnUOfficefcouncil: Date tnitiated: v
Hu ��� 22SEPA4 Green Sheet NO: 3022643
CorMact Person & Phone: ���� Seirt To Person InitiallDate
Mgela S. Naleary � 0 mian Reso
2666515 pssign 1 � Dircctor �
Must Be on Councii Agenda by (Date�: Niunber Z Atxo
For
Routing 3 r's Olsce 1�i r/
� Order 4 ommn7
- 5 r's Of5 or/ t
6 C7erk C5 Clerk
Total # of Signature Pages _(Ciip All Locations for Signature) _
Action Requested: �
Approval of attached ordinance amending the Saint Paul Adminishative Code Chapter 33, Reimbursement for Caz Eacpense*.
Recommendations: Approve (A) or Reject (R): Personal Service Contracts Must Answer the Following Questions:
Planning Commission 1. Has this persoNfirtn ever worked u�der a coMract for this department?
CIB Committee Yes No
Civil Service Commission 2. Has this personlfirm ever been a city employee?
Yes No �
3. Dces this persoNfirm possess a skill not normalty possessed by any
current city employee?
Yes No
Explain ali yes answers on separate sheet and attach to green sheet
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why�:
The City's mileage reimbursement program is not in compliance w/IRS regulations. This requires OFS to maintain programs to calculate
the taxable mileage amount & payroll to verify per diems on work days. This is an administratively burdensome process & will no
longer be supported by OFS. Only plans in conformance w/II2S regulations will have tax free benefits associated w/them. The Ciry has
deternrined it is no longer necessary to require a higher level of coverage than required by State Law.
AdvantageslfApproved: �
This simpie change would be in compliance with II2S regulations, is much easier to administer and undersiazid and is azguably the
fairest way to reimburse employees for driving. Employees and bazgaining units have long been opposed to the higher insurance
cwerages and this change will be seen by all who are eligible for mileage as a benefit. However, this change does not change
bazgaining unit language. If the bazgaining unit language is different, that language prevails fo �
DisadvaMages ff Approved: ,
OCT 0 7 2004
Disadvantages lf Not Appmved: �
Employees who drive wer 12 miles a day will receive reimbursement at less than the II2S rate. Continuance of an administratively
burdensome,pracedure.
7ota1 Amount of � . � �
Transaction:
GoSt: NeutLal CosURevenueBudgeted:
Funding Source: Activity Number: ry
Financiailnfortnation: `��P ^�- � LuU'P `
_ (ExPlain) Ca E k � %'�� @ � �7 �`4, ( ��..e"
su �