Car Allowance Mileage Reimbursement (GA-40 Rev. 14)CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
PURPOSE
Human Resources
Car Allowance/Mileage
Reimburse ment
POLICY NUMBER: GA-40
SUPERSEDES: GA-40 Rev. 13
EFFECTIVE DATE:
Terrence Moore, City Manager
The purpose of this policy is to provide payment to employees for the use of their personal vehicles for City
of Delray Beach business purposes. This payment will be either in the form of a fixed monthly car allowance
or a mileage reimbursement.
POLICY
A.Gener al Provisions
The City Manager, Assistant City Managers and certain Department Heads shall receive a car allowance
as established by their employment contract.
Other specified administrative personnel shall be entitled to a car allowance or mileage reimbursement in
accordance with this policy. Employees filling these positions shall be required to have personal
transportation available.
It is the City's desire to equitably compensate employees for transportation expenses incurred in completing
City business, to protect the City and its employees against liability claims and to establish an effective
reimbursement system.
8.Amount of Al lowance and Reimb ursement by Category
There shall be four categories of car allowance and reimbursement with criteria for eligibility as follows:
Category 1: The City Manager, City Attorney and the Assistant City Manager(s) shall receive the car
allowance provided for in his/her contract.
Category 2: Designated non-public safety Department Heads and other designated City employees who
maintain significant field responsibility including periodic call-back or attendance at meetings outside
normal working hours shall receive $220.00 per calendar month.
Category 3: Designated City employees whose job responsibilities require the use of a vehicle at least
three (3) days per week, shall receive $110.00 per month.
Category 4 Other employees utilizing their own personal vehicles for City business shall be reimbursed at
the current Internal Revenue Service (IRS) Standard Mileage rate per business mile. Business miles are
calculated from place of employment (work site) and return to the place of employment. Mileage to and
from a personal residence to work is considered personal commuting and will not be reimbursed.
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Employees in Category 4 requesting reimbursement for their business mileage should submit the Vehicle
Mileage Log to his/her supervisor for approval.
Positions currently assigned to either Category 2 or 3 are documented in Appendix 1 of this policy.Any
requests to add or delete a position shall be based upon documented justification from the Department
Head and approved in advance by the Human Resources Director and the City Manager.Allowances are
processed through the payroll system and are subject to IRS requirements.
C.Out-of-Area Travel:
Employees receiving a car allowance shall also be eligible for reimbursement at the established mileage
rate for City business travel in their personal cars to points located further than 120 miles away from the
City of Delray Beach (One Way).
D.Insurance:
Employees receiving a car allowance for using personal vehicles for official business are required to
maintain property damage and liability,business coverage insurance with limits of
$100,000/$300,000/$50,000.A certificate of insurance verifying limits and showing the expiration date of
the policy must be given to the City's Risk Manager by the employee annually by January 15 and/or upon
obtaining a new policy.The policy must cover any personal vehicle driven by the employee and must insure
all occupants.Reimbursements will not be made unless insurance requirements are met.If a personal
vehicle is involved in an accident while on official City business,the individual's insurance company has
primary responsibility.The employee's supervisor must be notified as soon as possible and appropriate
City accident/incident report forms completed and processed in accordance with City policy.
When the claim is settled,a request for reimbursement of the deductible paid by the employee,not to
exceed $500 for the first accident,$250 for a second accident within a calendar year,and nothing thereafter
until one full year of driving without a nonchargeable accident during City business may be submitted by
the employee to the City Manager for consideration.
If City equipment or supplies are damaged or stolen while properly secured in a personal vehicle and the
employee's insurance denies payment,the City will pay for repair or replacement.
E.Suspension of Car Allowance during Extended Leave:
An employee receiving a car allowance and who is on leave for four (4)consecutive weeks or more shall
have their car allowance suspended after the four (4)consecutive weeks.This suspension would remain
in effect until the employee returns to work.Payment of car allowance would resume as normal effective
the month immediately following the employee's return to work.
For purposes of this provision,extended leave is defined as sick pay and absence with or without pay.This
suspension would not apply to an employee taking an extended vacation unless vacation pay was used as
part of the 60-day qualifying period for long term disability.
The City's Payroll Administrator will be responsible to track and report to the Department and Human
Resources any employee whose car allowance should be suspended based on these criteria.
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GA-4O Rev.14
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APPENDIX 1-POSITIONS APPROVED FOR CAR ALLOWANCE
POSITION AMOUNT
Assistant City Attorney $220.00
Staff Assistant City Attorney $220.00
Chief Technology Officer $220.00
Chief Financial Officer $220.00
Public Works Director $220.00
Utilities Director $220.00
Human Resources Director $220.00
Parks and Recreation Director $220.00
Development Services Director $220.00
Assistant NCS Director $220.00
Assistant Public Works Director $220.00
City Engineer $220.00
Engineering Division Manager $220.00
Assistant Utilities Director $220.00
Deputy Director Public Works $220.00
Environmental Laboratory Manager $220.00
Environmental Compliance Manager $220.00
Water Treatment Plant Superintendent $220.00
Manager Water Sewer Network $220.00
Manager of Utilities Maintenance $220.00
Principal Engineer $220.00
Engineer Ill,Stormwater Engineer $220.00
Transportation Engineer $220.00
Project Manager II $220.00
Building Maintenance Superintendent $220.00
Fleet Manager $220.00
Safety Coordinator $220.00
Director of Communications $220.00
Education Workforce Coordinator $220.00
City Clerk $220.00
Communications Manager Police $110.00