RES NO 10-01-2025 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. M- 01-2025
BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN,
ARKANSAS, A RESOLUTION TO BE ENTITLED:
A RESOLUTION ADOPTING THE REVISED PERSONNEL
HANDBOOK GOVERNING CITY EMPLOYEES FOR THE CITY
OF VAN BUREN, ARKANSAS, AND REPEALING THE
EXISTING PERSONNEL HANDBOOK; AND FOR OTHER
PURPOSES.
WHEREAS, it is necessary to update and revise the existing Personnel Handbook for the City of Van
Buren to conform to changes in law and policy; and
WHEREAS, a copy of the revised section, 4.10.1 TRANSPORTATION and 4.10.3 MEALS in the
Personnel Handbook is attached hereto as "Exhibit A" and all employees shall receive a
copy of the revised personnel handbook page.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
VAN BUREN,ARKANSAS,THAT:
SECTION l: Section 4.10.1 and 4.10.3 of the existing Personnel Handbook will be revised to describe
the updated per diem and mileage rates for the City of Van Bure, beginning January 1,
2026.
SECTION 2: The revised Personnel Handbook for the City of Van Buren, Arkansas, section 4.10.1
TRANSPORTATION and 4.10.3 MEALS, attached hereto as "Exhibit A" is hereby
adopted and the existing Personnel Handbook dated Revision February 5, 2025, is hereby
repealed.
IN WITNESS WHERE F, the City o Van Buren, Arkansas, by its City Council, did pass,
approve, and adopt, by a vote of for and against, the foregoing Resolution at its regular meeting
held on the 27"'day of October 202.5.
G\evk TreaS
"A <^ g
C) 0„
6�osepoll
Hurst
City of Van Buren r
m
ATTESTED: d °r�County,Pli-* h APPROVED AS TO
Shawnna Reynol Jacob Howell
City Clerk/Treasurer City Attorney
Exhibit A
Proposed change to Personnel Handbook
4.10.1 TRANSPORTATION
Private Vehicle. The city will reimburse an employee for travel in a private vehicle which occurs
beyond the city limits, and a city vehicle is not available. Reimbursement will be made on a per
mile basis at the rate established,annually, as noted in the City of Van Buren Personnel
Handbook.Any changes in mileage rate will be communicated by the Mayor and/or City Clerk-
Treasurer's office. Trip distances will be calculated based on the most reasonable direct route
using roadways as classified as state,federal or interstate highways and using state highway maps
or an online map service. Additionally, mileage for over the road trip distances will be reimbursable
for necessary travel in and around the destination city. In instances when an employee is
reimbursed by a third-party,the employee will not be eligible for reimbursement by the city.
4.10.3 MEALS
A per diem meal allowance will be provided in accordance with the established rates, on an
annual basis. Any changes in per diem meal allowance rates will be communicated by the
Mayor and/or City Clerk-Treasurer's office. In cases where a meal is provided by the attended
function or other party,the allowance will not be paid for that meal. By receiving a per diem for
applicable meals,an employee is not required to present actual receipts upon reconciliation of the
travel expense report. Department Head's may reduce the per diem meal allowances on a per trip
basis. A copy of the registration form indicating meal provisions, or the lack there of must be
attached to the travel advance,as applicable, and the travel expense form.
Breakfast or dinner allowances are not provided for travel with an initial departure time later than
8:OOAM or a final return time earlier than 6:OOPM, respectively. For example, if an employee
departs for a trip at 8:30AM and returns at 4:40PM,then the per diem meat allowance is limited to
the approved lunch per diem. Lunch allowances for travel within the city limits are provided only
upon approval by the mayor. Reimbursement(per diem)for meals for travel that does not require
an overnight stay is allowed only when the trip is for business purposes required for the employee's
position and a meal is not provided during the training or meeting.
The city will not reimburse the cost of alcoholic beverages.
Approval in writing by the Mayor or his designee and is required to prove reimbursements for
allowance over the stipulated amounts. Actual meal receipts must be provided in such cases.
A,
1003 Broadway • Van Buren, Arkansas 72956
PER DIEM - EXPENSE REPORT
Yhis form is used to reimburse work-related travel expense
Employee Name: Date:
Project:
Location FROM: Van Buren,AR Start Date:
Location TO: End Date:
Purpose of trip:
DATE
DESCRIPTION Sunday Monday Tuesday Wednesday Thursday Friday Saturdav
Breakf.ist/Tip
TARICII/Til-)
Dinner/Tip
;\Uto Expense
Car Rental
.;\-lr Fare
Taxi
Tolls/Parkin
1"I'l.tert"11fililefit
I'dephone
mist
Nuinber of Nfiles
!Miles $0.70
TOTAL DAILY
EXPENSE S-
TOTAL EXPENSE: $
Charges to Credit Card: $_
Total Due Company: $
Total Due Employee: $
Employee Signature: Date:
Department Head: Date:
Ulty -.1tvarl Buren, A. 4--
_f't;
'7
1003 Broadway Van Buren, Arkansas 72956
As of January 1, 2026, the official, per meal, per them rates will be as follows:
Breakfast $16.00
Lunch $19.00
Dinner $28.00
The official daily per them rate will be $60.00
As of January 1,2026, the official mileage reimbursement rate will be:
.70 cents per mile.
Per them rates do not apply to employees who use a City of Van Buren credit card. In
that instance, actual receipts are required,for reimbursement. Mileage does not apply
when a City of Van Buren vehicle is used for travel.
A copy of the new expense form is attached, and a fillable PDF format will be emailed
to all Department Heads, to be used after January 1, 2026.
If you have any questions,please feel free to reach out to me at the number listed below.
Regards,
Shawnna M. Reynolds Joseph P. Hurst
City Clerk-Treasurer Mayor