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Date: Item No.
Resolution Adopting IT Staff Internet Expense Reimbursement Policy
Proposed Action
Staff recommends adoption of the following motion: Move to adopt the IT Staff Internet
Expense Reimbursement Policy 4.09.
Overview
It is the City’s expectation for the IT staff to monitor and provide technical support 24/7 to
insure uninterrupted service. In order to provide technical support 24/7, IT staff have responded
remotely after hours. Minimum of 40-megabyte service is required to effectively respond to after
hour calls. The City has provided reimbursement for home internet service for IT staff. However,
there hasn’t been a reimbursement policy in place.
Personnel Committee and City staff are proposing the adoption of the IT Staff Internet Expense
Reimbursement Policy 4.09. The policy provides for reimbursement of internet service up to $75
per month. There are four full-time IT employees, so the annual reimbursement amount for
internet service is approximately $3,600 for the department. The City Attorney has reviewed the
policy.
Primary Issues to Consider
• Adopting the policy provides for reimbursement for home internet service for IT
Staff.
Supporting Information
• Resolution Adopting IT Staff Internet Expense Reimbursement Policy 4.09
• IT Staff Internet Expense Reimbursement Policy 4.09
Financial Impact: $ Budgeted: Y☒ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Tammy Schutta, Human Resources Manager
May 6, 2019
3,600 General Fund
CITY OF LAKEVILLE
RESOLUTION NO. ____
RESOLUTION ADOPTING IT STAFF INTERNET EXPENSE REIMBURSEMENT POLICY
WHEREAS, the City of Lakeville IT personnel monitor and provide technical support 24/7 to
insure uninterrupted service for all City departments; and
WHEREAS, IT Personnel are utilizing their home internet service to monitor and provide
technical support after hours; and
WHEREAS, adopting a policy would provide for reimbursement of internet service.
NOW, THEREFORE, BE IT RESOLVED that the City Council adopts the IT Staff Internet
Expense Reimbursement Policy 4.09.
ADOPTED by the Lakeville City Council this 6TH day of May, 2019
______________________________
Douglas P. Anderson, Mayor
_________________________________
Charlene Friedges, City Clerk
IT STAFF INTERNET EXPENSE REIMBURSEMENT
Policy 4.09
1) Purpose
The purpose of the Internet Expense Reimbursement policy is to provide guidelines for the
reimbursement of IT staff for the use of their home internet service for work they perform
on behalf of the City of Lakeville.
2) Need
The IT Manager and IT Systems Administrator are responsible, on an as needed basis, to
provide 24/7 monitoring and support for the city’s overall computer network and servers to
insure uninterrupted service to all departments. The IT Technicians are responsible, through
a rotating on-call schedule, to provide 24/7 on-line trouble shooting and technical support to
individual staff members and departments regarding software and hardware issues.
Therefore, it is essential the IT staff be provided with reliable highspeed internet service at
their homes to insure they can provide the required 24/7 monitoring and technical support
for the city’s computer network, servers, software and hardware systems.
3) Reimbursement
To ensure IT staff have the internet service needed to respond remotely from home, the city
will reimburse IT staff the actual cost of the service up to $75.00 per month which is
equivalent to a 40-megabyte service. IT staff must submit an Employee Expense
Reimbursement form with the appropriate documentation on a monthly or quarterly basis to
receive the reimbursement.
Reimbursement for internet service is considered a working condition fringe benefit and is
not subject to employment taxes.
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