Common use of Use of Private Automobiles Clause in Contracts

Use of Private Automobiles. Employees will obtain prior authorization from the Police Chief or his/her designee prior to embarking on a trip for which reimbursement will be requested. Upon approval of the trip by the Police Chief or his/her designee, the City will pay the employee the then- current Internal Revenue Service (IRS) rate per road mile for any trip which involves the use of the employee’s automobile or other vehicle. This provision applies to vehicles operated by employees of the Albany Police Department. Police Department employees who use their vehicles in the normal course of City business will be covered under insurance policy(s) provided by the City. For the purpose of computing mileage for reimbursement, trip mileage will start at the Police Department and end on return to the Police Department. However, if an employee’s residence is closer to the destination of the trip, he/she may proceed directly in route to the destination, without first reporting in person to the Police Department, provided he/she first notifies the Department of such intent, and provided the trip itself has already been authorized. The employee will then be entitled to request reimbursement as though he/she had actually started the trip from the Police Department and ended the round trip at the Police Department, for the purpose of computing trip mileage. Requests for reimbursement will be made when the employee returns to work when the employee has not started or ended the trip at the Police Department, and will be made before the end of the following shift if the employee started and ended the trip at the Police Department. Employees agree to take all reasonable steps to share vehicles in order to minimize cost to the City (carpooling). Mileage will be paid to the owner of the vehicle used.