- Vehicle allowances
- Employees must consistently drive an average of at least 300 miles per month on City business to qualify for vehicle allowances. Only one form of reimbursement is available for any employee for in-town travel; either a car allowance or mileage reimbursement, but not both. Anyone who receives a car allowance may not drive a City vehicle without approval from the department director. Mileage reimbursement is available for out-of-town travel for any employee (including those receiving car allowances) for any pre-approved out-of-town travel in a private vehicle.
- Employees must annually submit a Request for Vehicle Allowance (Form D) to receive a vehicle allowance. This form must be approved by the department director and submitted to ARA Payroll Services Division for processing. This form should be accompanied by a Form PD201. Vehicle allowances are not retroactive.
- Employees must maintain a log of trips on the Department Vehicle Use Report-Car Allowances (Form CA). This form shall be submitted to the department director or designee for internal departmental monitoring, review, and quarterly report preparation. Employees who fail to submit mileage reports on this form shall have their vehicle allowances revoked and shall not be reimbursed at the per mile rate for occasional travel.
- Department directors are required to review and adjust where necessary all vehicle allowances semi-annually to reflect the actual average miles reported by employees on the quarterly reports.
- Vehicle allowances shall be published by the ARA Department. These rates shall be re-evaluated and adjusted periodically without otherwise requiring revision to this A.P.
Monthly Mileage* |
Monthly Allowance* |
300-450 | $151.88 |
451-600 | $212.83 |
601-750 |
$273.58 |
Over 750 |
$354.58 |
*Amounts are current as of the revision date of this A.P. Employees should check with the Finance Department for updates.
- Executive Vehicle Assignment/Allowance
- The Office of the Mayor shall determine the executive vehicle allowance rate and approve vehicle assignments or allowances for all executive staff.
- Department directors shall have the option of receiving a vehicle allowance or being assigned a home storage vehicle.
- Deputy directors shall receive a vehicle allowance or be assigned a home storage vehicle on the basis of job duties when it is beneficial to the City.
- Home storage vehicles for all other executive staff, including Police and Fire, shall be assigned on the basis of job duties where it is beneficial to the City. The executive vehicle allowance is not available to these employees.
- Information detailing occasional use mileage for privately owned vehicles can be found in Administrative Procedure 2-5.
- arking fees are reimbursable for City or privately owned vehicles if the fees are incurred while on official City business and accompanied by a validated receipt. Both employees who receive vehicle allowances and those who use their privately owned vehicle for City business shall be reimbursed for authorized parking expenses. Parking for local travel may be reimbursed out of the Petty Cash fund in accordance with the Petty Cash Fund Policy & Procedures (A.P. 5- 3 Revised) or reported on the Travel Expenses Summary Report & Log.
- All City vehicles must have a meter receipt or placard issued by the Administrative and Regulatory Affairs Department in the window to park at a City meter.
- Parking methods can be set up through ARA Parking Management to allow employees on City business to park at City meters and charge the department directly. These charges will be charged back to the department on a quarterly basis.
- Parking citations issued to City vehicles will be charged back to the department on a quarterly basis if not paid by the employee.
- Reporting and Enforcement
- Employees are responsible for reporting the mileage incurred while on City business on Form CA. Employees must submit a request for vehicle mileage reimbursement no later than 60 days from the date the mileage was logged in order to receive payment.
- Copies of all vehicle allowance requests, approvals, mileage reports, and Petty Cash transactions shall be maintained by the Department Director or designee and shall be audited periodically for compliance.
- Department directors shall complete and maintain quarterly reports for all employees receiving a vehicle allowance. Quarterly reports shall be prepared in April, July, October, and January of each year for the preceding quarter.
- Department directors are required to review and adjust where necessary all vehicle allowances semi-annually to reflect the actual average miles reported by employees on the quarterly reports.
- Department directors are responsible for revoking and adjusting vehicle allowances in cases where employees have failed to adhere to the policies and procedures outlined herein.