City Council:
AN ORDINANCE AUTHORIZING THE
ADOPTION OF A TRAVEL AND EXPENSE
POLICY FOR THE CITY OF MOUNT VERNON
Whereas, in correspondence dated August 5, 2025, the Comptroller formally requested authorization for the City Council to adopt the City of Mount Vernon Travel and Expense Policy, attached hereto as Exhibit A, as the official policy governing the incurrence, approval, reimbursement, and documentation of travel and related expenses for all City officials, employees, and authorized individuals; and
Whereas, Section 91 of the Mount Vernon City Charter entrusts the City Comptroller with the supervision of the City’s financial affairs, including the authority to establish rules, regulations, and practices for the organization and regulation of fiscal operations; and
Whereas, the Comptroller is further authorized to define the financial responsibilities and authority of City staff and elected officials to ensure sound financial management and operational accountability; and
Whereas, the City recognizes that elected and appointed officials, employees, volunteers, board members, commissioners, and at times, members of the public, may incur reasonable and necessary expenses while conducting official City business; and
Whereas, the establishment of a comprehensive Travel and Expense Policy will serve to standardize procedures, ensure compliance with applicable laws, support efficient use of City resources, and enhance transparency and accountability in the management of travel-related expenses; and
Whereas, the proposed Travel and Expense Policy provides clear guidance regarding the authorization and approval of travel, reimbursement procedures, advances, required documentation, and applicability to all City-affiliated individuals; and
Whereas, it is in the best interest of the City to adopt a uniform and enforceable policy that reflects best practices in public sector financial administration; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain and enact:
Section 1. Policy Adoption. The City Council hereby adopts the City of Mount Vernon Travel and Expense Policy, attached hereto as Exhibit A, as the official policy governing the incurrence, approval, reimbursement, and documentation of travel and related expenses for all City officials, employees, and authorized individuals.
Section 2. Applicability. This policy shall apply to:
• Elected and appointed officials;
• All full-time and part-time City employees;
• Members of boards, commissions, and advisory committees;
• Volunteers and other individuals authorized to incur expenses while conducting official City business.
Section 3. Authority and Oversight. Pursuant to Section 91 of the City Charter:
• The Comptroller shall have the authority to implement, monitor, and enforce the Travel and Expense Policy.
• The Comptroller may issue supplemental procedures, forms, and clarifications consistent with the adopted policy.
Section 4. Reimbursement and Advances. All reimbursements and advances under this policy shall be subject to:
• Prior written authorization;
• Submission of required documentation;
• Review for compliance with policy terms;
• Availability of budgeted funds.
Section 5. Amendments. This policy may be amended from time to time by ordinance of the City Council upon recommendation by the Comptroller or other authorized official, to reflect changes in law, best practices, or operational needs.
Section 6. Severability. If any section, clause, or provision of this Ordinance or the attached policy is determined to be invalid or unenforceable, such determination shall not affect the validity of the remaining provisions.
Section 7. Effective Date. This Ordinance shall take effect immediately upon its adoption by the City Council and subsequent approval by the Board of Estimate and Contract.