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FY2006-05 Federal Per Diem RateKODIAK ISLAND BOROUGH ORDINANCE NO. FY 2006 -05 WHEREAS, the cost to stay in various cities and towns varies greatly; and Introduced by: Manager Gifford Requested by: Finance Director Drafted by: Finance Director Introduced: 10/20/2005 Public Hearing: 11/03/2005 Amended: 11/03/2005 Adopted: 11/03/2005 AN ORDINANCE OF THE KODIAK ISLAND BOROUGH AMENDING THE PERSONNEL RULES AND REGULATIONS BY ADOPTING THE FEDERAL RATE FOR PER DIEM WHEREAS, the current per -diem rate for the employees and Assembly of the Borough is $35.00 per day, the same as in 1977; and WHEREAS, the federal government has established per diem rates for most cities and towns in the United States and foreign countries; and WHEREAS, the federal rate stipulates that only 75% of the per diem will be paid on the first and last day of travel; and WHEREAS, the Borough can adopt these per -diem rates and use the federal government research into the cost of meals at different locations; NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THAT: Section 1: This ordinance is of a general and permanent nature and shall become a part of the Kodiak Island Borough Personnel Rules and Regulations. Section 2: The Personnel Rules and Regulations is hereby amended as follows: Employees who are traveling out of town on official business will be reimbursed for reasonable expenses by the Borough. The Borough will provide for and /or reimburse the employee for transportation costs. Transportation will normally be by air and supplemented by such ground or water transportation as is necessary. All other costs incidental to such travel, and of a normal and necessary nature will be reimbursed. Such expenses would include: hotel rooms, auto rental and telephone and m I cxponcea (up to $35, /day). Employees will be paid a per diem for meals equal to the amount listed in the current US Government Services Administration (GSA) agency schedule. It should be noted that for non - contiquous states (Alaska and Hawaii) the GSA uses the Department of Defense Rates. These rates can be found on the Federal Government web site at http://www.qsa.qov/. The federal government regulations also specify that on the first and last day of travel per -diem will be 75% of the daily rate. purchase orders, employees mutt submit a Travel Authorization Form (ccc sample form in Appendix B Forms Section). When an employee is on official business not requiring an overnight stay per diem he/she will be reimbursed-- for 75% of the daily rate. Actual and r atonable m al expenses including trips as follows: $8.00 br akfast, $10.00 lunch, and $17.00 dinner, for a total not to exceed $35.00 in a day. Hotel roomo will generally be reserved and paid using the purchacc order system. Reimbursement may be requested for hotel rooms with proper rcccipt submittal. An advance equivalent to $35.00 /per day for m als can bo requested prior to travel. Advance for per dicm can be rcqucctcd prior to travel. Kodiak Island Borough, Alaska Ordinance No. FY2006 -05 Page lof 2 All employees on official travel are expected to make every effort to minimize the cost of travel. Examples of costs that will not normally be reimbursed are: first class air travel, gourmet meals, alcoholic beverages, party expenses, plush hotel suites, etc. Before embarking on any travel and prior to submitting travel - related check requests or purchase orders, employees must submit a Travel Authorization Form (see sample form in Appendix B — Forms Section). Hotel rooms will generally be reserved and paid using the purchase order system. Reimbursement may be requested for hotel rooms with proper receipt submittal. An Advance for per diem can be requested prior to travel. ATTEST: ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS THIRD DAY OF NOVEMBER 2005 dith A. Nielsen, C Borough Clerk KODIAK ISLAND BOROUGH M. Selby, Boro Kodiak Island Borough, Alaska Ordinance No. FY2006 -05 Page 2of 2