Page 75 - City of Farmington Administrative Regulations

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u. Call your immediate supervisor as soon as practical to inform your
supervisor that the accident occutTed and the accident specifics.
iii. The supervisor or department head is responsible for notifying the
City of Farmington Claims Manager and Safety Office as soon as
possible.
i. An accident card with directions on what to do in case of an accident will
be handed out by the travel liaisons for all employees who are renting
vehicles for official City business.
j. City-rented vehicles are for official City business only.
i. Vehicles rented for personal use in conjunction with City-related
travel may be rented on the same rental contract but the employee
will need to pay for the personal use portion of the rental with a
separate personal credit card. The employee may not use a City P-
eard to pay for the personal portion of the rental. In this situation
all rules for a personal vehicle will apply (see item k.).
k. If an employee chooses to travel on city business in their personal vehicle
or personally rented vehicle, the employee will assume all liability risks
and any damages to his/her personal vehicle. The employee must also
show proof of insurance (Declarations Schedule) for their personal or
rented vehicle to their supervisor in order that the city's liability exposure
is covered in the event the employee is involved in an accident. Coverages
on the Declarations Schedule should include liability, medical payments,
and uninsured I underinsured motorist. An employee's minimal amounts
of coverage should be as follows: Liability: $100,000 - Medical Payments:
$5,000 - Uninsured I Underinsured: $50,000 liability and $25,000 property
damage.
The employee should note that although the employee is covered by the
city in the event of personal injury while conducting city business, non-
city employees traveling in the vehicle are not covered by the city.
1. Any insurance claims that arise when personal vehicles or personal
airplanes are used must initially be filed against the employee's carrier.
m. Any traffic/parking violations incurred by the employee while traveling on
City business are the personal responsibility of the employee.

8. REIMBURSEMENT FOR OTHER EXPENSES

A. Employees may be reimbursed for gratuities and other expenses in addition to
actual travel expense reimbursements previously cited in this policy.
a. Gratuities should be within the usual and customary range typically
between 15% and 20%. Gratuities in excess of 20% per individual meal
will not be approved. Such reimbursements are not an absolute and should
be associated with tips for meals, taxi or shuttle drivers, porters and bell
hops;
b. Receipts for gratuities will be required if more than $6.00 per day or
$30.00 per trip is claimed;
c. Reimbursement will be provided for actual expenses incurred with
receipts for public transportation to include taxis, shuttles, buses and
metros, parking, telecommunications, faxes and copies.
d. Reasonable telephone expenses will be reimbursed in accordance with
each Department Director's policy.
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