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Home My WebLink About108.002 - Mileage ReimbursementEffective Date: October 2007 Section 108.002 Current Revision Date: 4/1/2022 ADA Next Revision (2) Date: 4/1/2024 Page 1 of 4 100 Administrative Manual SECTION 108.002 MILEAGE REIMBURSEMENT PURPOSE The purpose of this policy is to standardize the Department mileage reimbursement procedure. APPLICATION It is Department policy to financially reimburse members required to use private vehicles while conducting approved City business. OPERATIONAL POLICY This section intentionally left blank. OPERATIONAL GUIDELINE Mileage reimbursement shall be authorized when a member is required to conduct approved City business while using his/her private vehicle. Vehicle safety devices, state financial responsibility requirements, and any vehicle maintenance items are the responsibility of the member and are mandatory. Mileage reimbursement shall be paid at the current prevailing rate for Category 4 employees and is included in Administrative Order 2-2 (AO2-2). The rate is periodically adjusted by the City Finance Department. Field firefighting members requesting mileage reimbursement for greater than $10 per month shall complete and submit a Request for Mileage Reimbursement form (FD- 48) within ten (10) calendar days after the claimed travel time. A completed FD-48 shall be submitted as outlined in Administrative Manual, Section 106.54. By direction of the City Manager, use of the FD-48 by firefighters shall replace the required forms and inspection requirements outlined in AO2-2. All other Department members shall comply with the procedure stated in AO2-2 prior to claiming any reimbursement to ensure claims are correctly processed. Fire prevention inspectors and non-sworn staff shall also be required to use the FD-48, recording daily travel activity where indicated. Fire prevention inspectors and non-sworn staff shall not use the section of the form Fresno City Fire Department Effective Date: October 2007 Section 108.002 Current Revision Date: 4/1/2022 ADA Next Revision (2) Date: 4/1/2024 Page 2 of 4 designated for use by firefighters. The FD-48 shall be appropriately signed and submitted to the Business and Fiscal Services Unit on the first day of the month following completion of travel. In all cases, for all members, Category 4 reimbursement claims of less than $10 per month may be accumulated by the Business and Fiscal Services Unit for a maximum of three months, which allows for payment on a quarterly basis. The following matrix shall be used when documenting miles driven from station to station on the FD-48: S01 S02 S03 S04 S05 S06 S07 S08 S09 S10 S11 S12 S13 S14 S15 S16 S17 S18 S19 S20 S21 S22 S23 ARFF S01 10.5 6.1 2.4 3.4 3.4 6.2 2.5 4.9 3.9 7.5 11 10.6 13 4.5 11.4 13.5 14.4 7.1 6.5 19.7 11.5 18.6 2.6 S02 10.5 12.1 9.4 6.7 6.8 12.2 11.4 5.2 14.1 3.9 3.4 4.1 4.3 14 8.1 8.1 6.4 13.1 4 25.6 17.5 12.8 13 S03 6.1 12.1 1.8 3.7 8.7 2.7 2.9 5.1 9.2 8.6 7.7 11.7 9.4 9.1 6.7 14.6 11.1 3.4 5.2 16.5 8.3 15.3 8.2 S04 2.4 9.4 1.8 3.1 7.2 3.5 2.1 5.4 6.8 6.4 10 9.6 11.6 5 10.4 12.4 13.4 6.2 5.4 18.7 10.5 17.6 5.7 S05 3.4 6.7 3.7 3.1 3.2 6.3 5.5 2.4 5.5 3.7 5.3 6.8 10.7 8.1 6.4 9.7 14.4 7.2 2.6 19.7 11.6 18.6 3.9 S06 3.4 6.8 8.7 7.2 3.2 10.4 5.2 5.6 4.4 2.8 5.8 4.9 10.8 7.7 13.9 7 16.9 9.7 2.9 22.3 14.1 21.1 4 S07 6.2 12.2 2.7 3.5 6.3 10.4 2.9 7 9.3 9 9.7 12.2 11.7 9.3 8.7 15 13.1 5.4 8 18.4 10.3 17.3 8.3 S08 2.5 11.4 2.9 2.1 5.5 5.2 2.9 9.6 6.4 8.7 12.3 11.8 13.2 4 11.3 14.7 15.7 8 7.7 21 12.8 19.9 5 S09 4.9 5.2 5.1 5.4 2.4 5.6 7 9.6 7.5 6 3.5 9.1 6.7 9.9 4.1 12 8.5 3.1 2.9 18.2 10.1 12.7 5.4 S10 3.9 14.1 9.2 6.8 5.5 4.4 9.3 6.4 7.5 10.9 14.4 14.1 16.5 3.1 14.8 10 17.8 10.6 9.9 23.1 14.9 22 2.3 S11 7.5 3.9 8.6 6.4 3.7 2.8 9 8.7 6 10.9 4.5 3.1 8 10.7 14.1 7 8.8 9.9 2.4 22.4 14.2 13.9 6.6 S12 11 3.4 7.7 10 5.3 5.8 9.7 12.3 3.5 14.4 4.5 8.4 3.8 14.8 4.8 11.3 5 4.6 3.1 21.3 13.1 10.1 13.9 S13 10.6 4.1 11.7 9.6 6.8 4.9 12.2 11.8 9.1 14.1 3.1 8.4 8.2 14.6 18 4.1 10.8 13.8 6.4 26.3 18.1 25.2 8.2 S14 13 4.3 9.4 11.6 10.7 10.8 11.7 13.2 6.7 16.5 8 3.8 8.2 16.4 5.3 12.2 3.5 8.4 6.4 22.9 14.7 10 15.4 S15 4.5 14 9.1 5 8.1 7.7 9.3 4 9.9 3.1 10.7 14.8 14.6 16.4 15.1 17.2 18.1 10.9 10.2 23.4 15.2 22.3 4.1 S16 11.4 8.1 6.7 10.4 6.4 13.9 8.7 11.3 4.1 14.8 14.1 4.8 18 5.3 15.1 20 4.7 4.2 6.7 14.3 6.1 9.8 13.4 S17 13.5 8.1 14.6 12.4 9.7 7 15 14.7 12 10 7 11.3 4.1 12.2 17.2 20 14 16.8 9.5 29.3 21.2 28.2 10.9 S18 14.4 6.4 11.1 13.4 14.4 16.9 13.1 15.7 8.5 17.8 8.8 5 10.8 3.5 18.1 4.7 14 9.7 8.7 15.6 7.4 7 16.7 S19 7.1 13.1 3.4 6.2 7.2 9.7 5.4 8 3.1 10.6 9.9 4.6 13.8 8.4 10.9 4.2 16.8 9.7 9.6 14.2 6.1 16.1 10 S20 6.5 4 5.2 5.4 2.6 2.9 8 7.7 2.9 9.9 2.4 3.1 6.4 6.4 10.2 6.7 9.5 8.7 9.6 21.6 13.5 12.7 6.5 S21 19.7 25.6 16.5 18.7 19.7 22.3 18.4 21 18.2 23.1 22.4 21.3 26.3 22.9 23.4 14.3 29.3 15.6 14.2 21.6 9.5 9.1 22.2 S22 11.5 17.5 8.3 10.5 11.6 14.1 10.3 12.8 10.1 14.9 14.2 13.1 18.1 14.7 15.2 6.1 21.2 7.4 6.1 13.5 9.5 11.4 14.1 S23 18.6 12.8 15.3 17.6 18.6 21.1 17.3 19.9 12.7 22 13.9 10.1 25.2 10 22.3 9.8 28.2 7 16.1 12.7 9.1 11.4 21 ARFF 2.6 13 8.2 5.7 3.9 4 8.3 5 5.4 2.3 6.6 13.9 8.2 15.4 4.1 13.4 10.9 16.7 10 6.5 22.2 14.1 21 CATEGORY 3 CONSIDERATION In compliance with AO2-2, “Justification for a Category 3 allowance shall be based upon work assignments and departmental needs as recommended by the Department Director.” In March 2012, the Grievance Advisory Committee (GAC) (includes one representative each from Local 753, Fire Administration, and a mutually agreed upon representative) met to discuss this issue whereupon a decision was submitted to the City Manager’s Office (CMO) for approval or denial. Upon review, the CMO approved the GAC decision. Effective Date: October 2007 Section 108.002 Current Revision Date: 4/1/2022 ADA Next Revision (2) Date: 4/1/2024 Page 3 of 4 Grievance Advisory Committee Decision: The final and unanimous decision of all members of the GAC is as follows: 1. This issue shall be settled through the next negotiation process and a flat rate for each move (not to include mileage) should be considered. Until such time: a. Members directed to travel from their initially assigned station to a subsequent station (also known as a “move”) ten (10) or more times in one month (mid-shift or between two 24-hour shifts) will be eligible for recommendation to Risk Management to move from Category 4 to Category 3. b. The 200 mile threshold option will be dropped. It shall be the members’ responsibility to submit an FD-48 each month to be considered for Categories 3 or 4. The FD-48 shall be routed to Business and Fiscal Services Unit at headquarters for processing. A member who meets Category 3 parameters as outlined above will have his/her paperwork forwarded to Risk Management for consideration. Note: AO2-2 states mileage reimbursement forms must be submitted no later than a maximum of four (4) months from the date of actual use. PROCESS There is a reasonable expectation members will provide their own transportation to work sites, and travel, specifically for City business, will be reimbursed at or above the standard IRS mileage rate (currently above the published rate of $.40 per mile in AO2-2). This expectation is standard practice throughout the City and throughout regional fire agencies. Also, Administrative Order 8-8 cites, “The City does not furnish basic ’to-and-from- work’ transportation. The City may provide City-owned/leased vehicles for employee use while on official City business.” Effective Date: October 2007 Section 108.002 Current Revision Date: 4/1/2022 ADA Next Revision (2) Date: 4/1/2024 Page 4 of 4 INFORMATION This section intentionally left blank. DEFINITIONS This section intentionally left blank. CROSS-REFERENCES City of Fresno Administrative Order No. 2-2 City of Fresno Administrative Order No. 8-8 Administrative Manual, Section 106.54, Request for Mileage Reimbursement Form (FD-48)