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Home My WebLink About1995-12-27 96-73 ORDERCOUNCIL ACTION Date: 12-27-95 Item Nmg6-73 Item/Ru Piect: ORDER: Amending Travel policy Responsible Department: Finance Ca:mentaiy: For many years, the City's general policy has been to encourage employee use of their awn private vehicles on City business wherever possible - In line with this approach, or existing travel policy required City employees who drive private vehicles to conduct city business to ensure that they are properly licensed and that any private vehicle used for such City business is properly registered add insured. The Policy also Indicates that an employee's insurance on his private vehicle will provide initial coverage with the City's automotive liability insurance policy providing ascondary layer of protection for any liability claims that exceed the mployee'ecoverage limits. The policy itself. srOmtu , Ones Set address the issue of physical damage to an employee's vehicle excluded under test employee's deductibles. Friday, November 17, 1995, a City of Bangor employee was involved in an automobile accident while using his own personal vehicle on City business. ]ria accident resulted in $2,010.51 in damage to the employee's vehicle. The employee subsequently inquired of Our Finance department what the City's policy was with regard to physical damage to a personal vehicle when it is used On City business. The attached revision to the travel policy will address the issue of physical damage. These changes, which are included in section 9, paragraph 3, d, Bud 5 of the attached policy, would allow for reimbursing eoployeea for a collision coverage deductible up to a maximum of $250 and for a comprehensive coverage deductible up to a maximum of $100. These changes are in paragraphs 3 and 9 and world apply to a situation where an employee had coverage with a deductible. Paragraph 5 would allow for payment from the City of up to $250 for Collision loss and $loo toward a Comprehensive lass if an employee does not have collision or comprehensive coverage. This we revisxed by the Finance Committee at Its last meeting add is recommended to thefull Council for your approval. Nanager'a Camhants: The widespread use of private vehicles for City business has allowed the City to avoid Theneed to purchase additional fleet vehicles. It is a coat affective way for the City to conduct its business. I would support this Change in order to continue to have a policy which is sup pc oP the usa.� / of private vehicles on City business. LlTV/ Associated Infornmtion: Order, Policy revision Budget Approval: F Legal Approvl: WAQr _Fntroducae Por Tye Passage First aeadinQ Pageof Referral 96-]3 Ae4pw1to Cgmdm Blanchette December 27, 1995 CITY OF BANGOR (TUTEE.) (OrbeC........... .. Bmendvng-Travel Policy _--_ ........... _.. BY the City C"Bo4 of the City of Sasser ORDERED, THAT the City Manager is hereby authorized to implement a change in the City's Travel Policy as outlined on the attachment This change will .authorize the payment of up to $250 to cover an employee's deductible for collision coverage while the employee is using a personal vehicle on City business and $100 for a comprehensive7 coverage deductible if the employee is using their personal vehicle on City business. IN CITY WDNCI] s' 96-73 December. 2]:„11996 PasseC ORDER �. .' CITY CLERK .Title., gmeMipgTTsavel Policy '' ........ ......../............. Asimpod to Councilman i 96-73 ?/ The Airport Director shall be responsible for determining appropriate �- lodging, meal and incidental allowances for travel outside of the United States. T e allowance may be paid as a taxable per diem or on an actual reimbursement basis. when an employee uses their own credit card for payment of expenses, and their card statement will reflect the actual exchange rate, the close out of the travel advance and settlement of the claim may be delayed for up to 60 days pending receipt of the record of actual exchanges rates from the account statement. VIII. Alcohol and Other Drugs: 1. It is the policy of the City that city employees not report to work under the influence of alcohol or drugs; shall not engage in any transactions involving illegal drag use; and shall not sell or provide alcohol or drugs to any other employee or other person while on duty, at work, or "on-call" in the course of the employment by the City. (City of Bangor, Drug -Free WorkplaceAdministrative Policy, P.5.0, section 2.2) 2. All employees are expected to exercise good judgement when consuming alcohol when traveling on City business, city employees who represent the City at certain functions, events or situation where alcohol is served (i.e.: receptions, banquet or dinner) may consume a moderate amount of alcoholic beverage provided they exercise good judgement, comport themselves appropriately as a representative of the City of Bangor, and remain well within the limits of the law. The cost of alcoholic beverages Mill b reimburged by th Cit of Ban o e t iertain s 'f' ll d d b h Cn y h City M d' t' 3. I£ there is an abuse of alcohol or drugs by an employee while traveling on behalf of the City of Bangor, the employee will be subject to disciplinary actio under the Personnel Rules add Revelations, - k 1 Admi Policy, collective bargaining agreement or other competent authority. IX. Insurance Coverage: 1. All employees who drive either private or city owned vehicles to conduct City business shall ensure that they are properly licensed and that any private vehicle used for City business is properly registered and insured. 2. If an employee is involved in a vehicles accident while %driving or traveling in a private vehicle and conducting city business within the scope of the employment, the insurance policy for Page 7 96-73 221 the private vehicle will provide the initial layer of coverage and defense. The City's auto liability insurance policy will provide the (' secondary layer of protection for the value of liability claims in excess of the initial layer of insurance protection. (See! 14 M.A.S.A. Sec. 8112, subsection 9, as amended by C. 707, PL 1994). 3. The City will reimburse an employee for a collision coverage deductible up to a maximum of $250.00 if the loss is incurred while the employee is using a personal vehicle on City business. The City s 69L responsible for this reimbursement if the accident is the result of the employees gross negligence or a violation of the law. ` c 4. The City will reimburse an employee £or a comprehensive coverage rage deductible up to a maximum of $100.00 if the loss i incurred while the employee is using a personal vehicle on City business. The City is = responsible for this reimbursement if the damage is the result of the employees gross negligence or a violation of the law. 5. If an employee has no collision coverage, the City will pay up to $250.00 toward repair of the damages for a collision loss. If an employee has no comprehensive coverage the City will pay up to $100.00 toward repair of damage due to a comprehensive loss. 6. The City's liability is limited by the �T Claims AQL and its insurance policy. That liability may be changed by Court decision, amendment of the Maine C1 'ms Act or a change in the City's insurance policy without notice to employees. Nothing in this policy is intended to limit the City's defense of its position, or to prevent the City for acting in conformance with the Maine Tart Claims A=, as amended. X. Standard Mileage 1. The City Manager may authorize the establishment of certain standard mileage rates between Bangor and destinations not included in subsection 2. Such standard mileage will be committed to writing and become a part of this policy. Department heads may request the establishment of standard mileage between destinations. Once established those amounts will be available for use by all employees. The use of standard mileage will allow the employee to not record mileage "IN" and "OOT", but will require the completion of the "Purpose" section in full.