HomeMy WebLinkAboutDocumentation_Pension Public Safety_Tab 05_11/06/2006VILLAGE OF TEQUESTA
PUBLIC SAFETY OFFICERS' PENSION FUND
• STATEMENT OF POLICY FOR TRUSTEE EXPENSES
WHEREAS, the Trustees of the Village of Tequesta Public Safety Officers' Pension
Fund ("Trustees") attend conferences, seminars, and meetings ("conferences") and
otherwise engage in services necessary to perform their duties for the Village of Tequesta
Public Safety Officers' Pension Fund ("Fund"); and
WHEREAS, the Trustees desire to adopt a Statement of Policy regarding Trustee
conference expenses consistent with their fiduciary duties, the provisions of Section
112.061, Florida Statutes, Village of Tequesta Personnel Policy and all other applicable
laws;
NOW, THEREFORE, it is hereby resolved that the following Statement of Policy
Regarding Trustee Expenses is hereby adopted.
• 1. GENERAL CONSIDERATIONS
A. A Trustee shall be reimbursed only for expenses property and actually
incurred in the performance of his or her duties with the Fund.
B. A Trustee shall not be reimbursed for any expenses for which he or she had
been paid or is due payment from any other source. A Trustee shall not be
reimbursed for any expenses which would resul# in double payment.
C. Trustee expenses shall be reasonable in amount and necessarily incurred,
taking into account the area of the country where the expense is incurred
and the standards for business expenses allowable by Florida Statutes and
the Internal Revenue Service.
• NANS~N, PERRY ~ JENSEN, P.A.
West Palm Beach, Florida
Page 1 of 5
• D. The Board of Trustees shall approve all reimbursements for expenses in
accordance with this Statement of Policy.
2. TRAVEL EXPENSES
Trustees are entitled to payment for the actual costs incurred for:
A. Air: Tourist Class (most economical) airfare.
B. Car: Miles traveled times forty-ems and one-half cents ($9-49'~ 0.485)
per mile, or the IRS standard mileage rate, whichever is greater,
subject to the maximum payable if the Trustee could have traveled by
air. If more than one Trustee travels in the same car, reimbursement
shall be made to the Trustee who incurs the expense.
C. Other Means of Travel: Actual cost incurred on a common carrier, subject
• to the maximum payable if the Trustee could have traveled by air.
No travel expenses shall be allowed if the Trustee is transported without charge.
3. LODGING EXPENSES
Trustees are entitled to reimbursement for actual costs incurred for lodging based
on a single occupancy rate.
4. FOOD EXPENSE
Trustees are entitled to reimbursement for actual costs incurred subject to the
following maximum amount:
Breakfast $ 6.00
Lunch $ X68 12.00
Dinner $~-5:6@ 18,00
• HANSON, PERRY 8~ JENSEN, P.A.
West Palm Beach, Florida
Page 2 of 5
• 5. OTHER EXPENSES
Trustees are entitled to reimbursement for actual costs incurred for taxi, ferry fares,
bridge, road and tunnel tolls, storage or parking fees and communication expense.
6. CONFERENCE EXPENSES
Convention registration fees and other actual and necessary fees for attending
events which are not included in a basic registration fee, such as banquets are
reimbursable. If meals or lodging are included in the registration fee, the Trustee
will not be entitled to be reimbursed for such expenses separately, and the per diem
shall be reduced
7. DAYS FOR WHICH REIMBURSEMENT IS PAYABLE
A. A Trustee shall be entitled to reimbursement while attending any conference
and for direct travel to and from the point of origin and the point of
destination, not to exceed one day of travel each way before and after the
conference, unless it is not practical to complete the travel in one day.
B. A Trustee shall not be entitled to any expense incurred as a result of any
trips or personal expenditures outside the scope of his or her direct travel
route on behalf of the Plan.
8. ACCOUNTING FOR EXPENSES
A. A Trustee must submit an expense voucher for all expenses incurred,
including per diem, within thirty (30) days after incurring the expense, on a
form approved by the Board of Trustees. The approved Trustee Expense
• HANSON, PERRY & JENSEN, P.A.
West Palm Beach, Florida
Page 3 of 5
•
Voucher form is attached hereto. A copy of the Program or Agenda of the
conference must be attached to the completed Trustee Expenses Voucher.
B. Except for reimbursement for per diem, a Trustee must attach invoices,
receipts or other written documentation to the completed Trustee Expense
Voucher. Receipts are required for each expense in excess of $25.00. If
any receipt includes amounts not subject to reimbursement (e.g., for a
Trustee's spouse), the receipt should so indicate and be reduced
accordingly.
C. For any conference where a certificate of attendance is issued, a Trustee
must earn such a certificate in order #o be reimbursed for expenses, unless
the Trustee's absence is the result of illness or other good cause.
U
D. The Certified Public Accountant for the Plan shall audit all Trustees
expenses on an annual basis. The Certified Public Accountant shall notify
the Board of Trustees if any expenses for Trustees do not comply with this
Statement of Policy regarding Trustee Expenses.
9. ADVANCES
A. A Trustee may receive an advance to cover the expenses to be properly and
actually incurred in the immediate future. However, a copy of the Program
or Agenda for the conference must be provided before the advance is paid,
itemizing the registration fee and any meals or lodging included in the
registration fee.
• HANSON, PERRY & JENSEN, P.A.
West Palm Beach, Florida
Page 4 of 5
•
B. A Trustee shall promptly return to the Plan any amount advanced which
exceeds the expenses incurred.
C. A Trustee shall be entitled to reimbursement for expenses incurred in excess
of the advance, but consistent with this Statement of Policy, and subject to
approval by the Trustees.
THIS STATEMENT OF POLICY REGARDING TRUSTEE EXPENSES is
adopted effective , 20 by the Board of Trustees of the
VILLAGE OF TEQUESTA PUBLIC SAFETY OFFICERS' PENSION FUND this day
of , 2005.
TRUSTEES
•
BY: BY:
As Chairman As Secretary
Witnessed by:
8SJ/ka -October 26, 2006
H:1Tequesta PS 10111POLICIES & Forms12006 rev EXP POL PSO.wpd
• HANSON, PERRY 8~ JENSEN, P.A.
West Palm Beach, Florida
Page 5 of 5
TEQUESTA PUBLIC SAFETY PENSION TRUST FUND
Travel Expense Reimbursement Form
.~
epartment Name: Travel Dates
_ r ..
~.
Employee Name: Mileage Rate: 4 5
uetattea txpenses:
Transportation Sun Mon Tue Wed Thu Fri Sat Totals
Odometer Readings ~
Miles Driven ~
Reimbursement $ -
Parking and Tolls $ -
uto Rental $ -
Taxi/Limo $ -
Fuel $ -
irfare $ -
Other $ -
Totals ~ '~
Lodging Sun Mon Tue Wed Thu Fri Sat Totals
Lodging $ -
Other $ -
Totals $ -
I Sun Mon Tue Wed Thu Fri Sat Totals
`ast $ -
$ -
$ -
$ -
Is $ -
Miscellaneous Sun Mon Tue Wed Thu Fri Sat Totals
Supplies /Equipment $ -
Phone, Fax $ -
Other $ -
Totals $ -
ConferencelSeminar/Meeting
Date Place Name & Location Business Purpose Registration AtnOUnt
Totals
Summary of Expenses
Total Expenses $ Prepared By: Date:
Less Cash Advance $
.ss Company Charges $ Signature
mount Due to Employee $ Approved By: Date:
Amount Due to Village $
Signature
Account #
ACCOUnt # Updated October 25, 2006 by:
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