§ 2-28. Travel and use of city vehicles.

(a)

Out-of-town travel. On occasion, employees may be required to travel out-of-town for city-related business. Department heads are responsible for authorizing any out-of-town travel for employees in their departments, whereas the city manager is responsible for authorizing any out-of-town travel for department heads.

In accordance with federal and state laws governing the expenditure of public funds, the city shall only pay the cost of authorized travel expenses.

Travel policy .

Authorized travel expenses shall be reimbursed on a per diem basis. Per diem reimbursement shall be the same as allowed under current Internal Revenue Service (IRS) calculations or under the current State of Texas reimbursement standards for state employees, whichever is less. Gratuities and other personal expenses are not reimbursable unless required.

Mileage will be reimbursed in accordance with current Internal Revenue Service (IRS) calculations or under the State of Texas reimbursement standards for state employees, whichever is less.

Travel advances .

In some cases, the city may authorize a travel advance for out-of-town travel. The city and the employee must settle any and all differences between the travel advance and actual authorized expenditures within two (2) weeks of the employee's return from travel. No further travel advances will be granted to an employee until the previous travel advance has been reconciled. If no travel documentation is presented, the entire amount of the advance, in excess of the per diem, shall be deducted from the employee's pay check after notification thereof.

(b)

City vehicle policy. The following provisions shall govern the use of city vehicles by city employees in the course and scope of their employment:

(1)

All city vehicles shall be plainly marked on each side with the City of Eagle Pass logo.

(2)

The logos and license plates shall be removed from each vehicle when that vehicle is disposed of by the city.

(3)

City vehicles shall only be used for city-related business and to transport other city employees, officials, or city-designated guest.

(4)

The city manager will assign city vehicles to department heads according to the needs of each department. When city vehicles are not in use, they shall be parked at designated locations.

(5)

Department heads are responsible for assigning city vehicles to employees on a twenty-four (24) hour basis. All vehicle assignments, and any changes, must be recorded and submitted to the city manager's office.

(6)

Each employee who is assigned a city vehicle will be held responsible for the proper care, use, and operation of the city vehicle in accordance with all applicable state laws. Any mechanical failure must be immediately reported to an employee's department head and city shop supervisor.

(7)

Each department head is responsible for ensuring that all city vehicles assigned to employees in their department are properly maintained, operated and logged in the city's records.

(8)

All employees who operate a city vehicle must have an appropriate, valid driver's license issued by the State of Texas. Department heads are responsible for conducting periodic license checks to ensure that all employees who drive city vehicles are properly licensed. Employees must remain insurable under the city's vehicle insurance policy.

(9)

Employees must notify their department head immediately if their driver's license has been revoked or suspended. Failure to do so will result in disciplinary action.

(10)

Smoking or the use, storage and/or transport of alcohol or illegal drugs and paraphernalia in any city vehicle is strictly prohibited.

(11)

Employees are prohibited from using any personal or city-issued cell phone, pager or similar device while operating a city vehicle, which includes sending or reviewing text messages. If an employee must respond to a phone call or page while operating a city vehicle, the employee must pull over to the side of the road before answering the call or page. Any employee who is observed operating a city vehicle while using a cell phone shall be subject to disciplinary action.

(c)

Reporting accidents or damage to city property.

Report of damage.

All employees must immediately report any serious and/or intentional damage to any city-owned vehicle in their custody to the police department and their respective department head. The department head shall immediately notify the city manager and finance director and ensure that all proper forms are expeditiously completed.

The finance director is responsible for ensuring the city is paid for any damages to city vehicles or city property, whether caused by actions of city employees or other third-parties.

Requirements of employees involved in motor vehicle accidents.

Any employee who is involved in an accident while operating a city vehicle must immediately notify the police department and the employee's respective department head and remain at the scene of the accident until the police arrive, if possible.

To the extent possible, the employee should also secure the name and address of the other person(s) involved in the accident, as well as any eyewitnesses.

(Ord. No. 2018-27, § 1, 10-2-2018)