028-1995 DM
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CITY OF MIAMI BEACH
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~ CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA33139
OFFICE OF THE CITY MANAGER
TELEPHONE: (305) 873-7010
FAX: (305) 873-n82
DEPARTMENT MEMORANDUM NO. 28-1995
TO:
All Department Directors
DATE: July 24, 1995
Jose GarCia-pedros~
City Manager
SUBJECT: VEHICLE ALLOWA E/POLlCY UPDATE
FROM:
- Attached is a copy of the most recent update of the Vehicle Allowance Policy for inclusion
in your Manual of Operating Policies and Procedures.
It should be noted that the Policy has been amended so as to cover those circumstances
when a car allowance will be held in abeyance due to the recipient being on an extended
leave of absence.
Additionally, the Policy has been clarified with regard to car allowance recipients not being
permitted to utilize a City vehicle.
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Attachment
"".IDEn'MEMo-L'l'C1,bI
l'Elft..4Llv.pcr
cc: Dean R. Mielke, Assistant City Manager/Labor Relations
Mayra Diaz-Buttacavoli, Assistant City Manager
Joseph Pinon, Assistant City Manager
Harry Mavrogenes, Assistant City Manager
Jack Lubin, Executive Assistant to the City Manager
Peter Liu, Executive Assistant to the City Manager
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...
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VEHICLE ALLOWANCES
POLICY
Eligible executive employees in the classifications of Assistant City Manager,
Executive Assistant to the city Manager, Department Director, or Assistant
Department Director, for whom a 24-hour vehicle is justified may be given the
option to choose a vehicle allowance in lieu of a city vehicle (see 24-Hour
Vehicle Assignments policy). Vehicle allowances are set at predetermined rates,
depending on the employee's position. The City Manager, at his/her sole
discretion, reserves the right to provide a vehicle allowance in lieu of an
assigned 24-hour vehicle when such an alternative is in the best interest of the
City of Miami Beach. All vehicle allowances must be requested by the Department
Director and approved by the City Manager or his/her designee.
PROCEDURE
To request a vehicle allowance, the procedure below must be followed:
1) The requesting Department's Director or designee obtains and completes a
Vehicle Allowance Reauest (City Manager's Office). The form must be
signed by the Department Director or designee.
2) The Allowance Request is then forwarded to the Mechanical Maintenance
Department. Allowances which are determined to be properly justified will
be approved by the City Manager, and the request will be returned to the
requesting department. A copy of all approved Vehicle Allowance Reauests
will be forwarded to the Payroll Section in Finance by the City Manager's
Office. Denied allowances will be communicated to the requesting
department on the returned form.
,-
3)
Effective February 27, 1991, each eligible executive employee who receives
a car allowance in lieu of using a 24-hour car and/or any other City
vehicle, shall maintain in operative force and effect with an insurance
carrier licensed to do business in the State of Florida, a policy for
liability insurance coverage with limits for bodily injury liability of at
least $100,000 per person and $300,000 per occurrence, as well as property
damage liability of at least $50,000 per occurrence. Each employee shall
maintain personal injury protection coverage in accordance with Florida
Statue 627.736 (1985), as amended.
Proof of coverage, as listed above, must be on file with the City's Risk
Manager prior to any employee using his/her personally owned vehicle for
City business if he/she is receiving a car allowance reimbursement.
The employee shall, on each insurance anniversary date, submit appropriate
renewal of the insurance policy to the City's Risk Manager. So long as an
employee is receiving said car allowance, the employee shall not allow the
required insurance coverage to lapse or be modified.
4)
In the event that the car allowance recipient's personal vehicle is
rendered inoperative as a result of a motor vehicle accident or mechanical
breakdown, the car allowance will be held in abeyance, and the employee
may be authorized to utilize a City vehicle on a 24-hour basis, with
specific approval from the City Manager or his/her designee. Such
temporary utilization shall be granted for a limited duration, and only to
the extent that a vehicle is available.
,'-
Prior to utilizing the temporarily assigned city vehicle, the employee
must notify Payroll to hold their vehicle allowance in abeyance, as well
as notify the Mechanical Maintenance Director of his/her request for
temporary utilization of a 24-hour City vehicle.
NOTE: IF YOU ARE A RECIPIENT OF A CAR ALLOWANCE, WITII THE EXCEPTION OF
THE CONDITIONS IN ITEM 4, YOU ARE PROHIBITED FROM UTILIZING A CITY VEHICLE
FOR ANY REASON WHATSOEVER, UNLESS SPECIFICALLY AUTHORIZED BY TIlE CITY
MANAGER.
continued. . .
9.8.00
r VEHICLE ALLOWANCE...
The Mechanical Maintenance Director shall approve such temporary
utilization requests, and then immediately_notify the Finance Director, so
that the car allowance to the employee making said request may be
prorated.
Car allowances for employees utilizing a temporary 24-hour vehicle
assignment will be prorated and adjusted by debiting the number of days
that the temporary 24-hour vehicle was used, and then deducting the
adjustment amount from the recipients next payroll check.
5) Effective as of this July 1995 update, the car allowance will cease after
thirty (30) calendar days for car allowance recipients who are on an
extended leave fro. duty due to vacation, sick leave, and/or any other
extended leave of absence with/without pay. Further, it shall be the
responsibility of the recipient to notify, in writing, the Payroll
Division, with a copy to the City Manager'. Office and Mechanical
Maintenance Division, of the dates of the extended leave, in order to
ensure that the allowance ceases until the employee returns to duty.
NOTE: IT IS THE RESPONSIBILITY OF DEPARTMENT DIRECTORS TO ENSURE
ENFORCEMENT OF THIS POLICY WITH REGARD TO VEHICLE ALLOWANCES BEING HELD IN
ABEYANCE WHEN THE RECIPIENT IS ON A LEAVE OF ABSENCE THAT EXCEEDS THIRTY
(30) CALENDAR DAYS.
A SAMPLE VEHICLE ALLOWANCE REQUEST IS PROVIDED IMMEDIATELY FOLLOWING THIS
PROCEDURE.
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NOTE Justification of vehicle allowances will be re-evaluated upon relevant
changes in a position's duties. This re-evaluation may result in the
elimination of the vehicle allowance.
REFERENCE DOCUMENT
City Manager Memorandum No. 51-1983 & City Manager Memorandum #28-1995
CONTACT
City Manager's Office
4th Floor, City Hall
Miami Beach, FL
(305) 673-7010
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.:5.1DEPT-MEMO/LTC2/94
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PREPARED BY: Citv Manaaer's Office
Dean R.
Relations
DEPT. NAME: Citv Manaaer's Office
Jose Garcia-Pedrosa
APPROVED BY: ;J{v
c~nager
APPROVED BY:
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(rev.7/95)
9.8.00
,
CI'l'Y or MIAMI BEACH
VEHICLE ALIDWAKCE REQUEST
pona No.
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Department/Division:
Annual allowance amount: $
Employee No.:
JUSTIFICATION (Department Head or designee):
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APPROVED:
Date:
Department Head
APPROVED:
Date:
City Manager
This form must be submitted to the Mechanical Maintenance Department
for every vehicle allowance request.
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