(A) Establishment.
(1) The city will reimburse all allowable expenses incurred for authorized travel pertaining to and necessary for conducting city business. Expenses incurred must be reasonable and within the guidelines established in this policy. All travel from the employee’s residence requiring overnight lodging must have the prior approval of the Mayor and the department head. Also, the travel authorization form, which will include an estimated cost, must be completed and approved by the Mayor or his or her designee prior to the date of travel. All expenses for reimbursement must be in accordance with the requesting department’s approved budget for travel. Submissions of travel expenses must be accompanied by detailed receipts. Each receipt must contain the vendor’s name, address, and date of purchase. Cash advances to employees are not permitted.
(2) Travel expenses will be reimbursable for city employees only. If a spouse travels with the employee, it is the responsibility of the employee to pay all of the spouse’s expenses.
(3) Any exceptions to the guidelines established here must have the written authorization of the Mayor and the department head or other appropriate elected official. While on city business, such items as meals, lodging, transportation, and approved miscellaneous expenses as defined in division (B) below shall be construed as travel expenses.
(B) Definitions. For the purpose of this section, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
MISCELLANEOUS TRAVEL EXPENSES. Include other expenses incurred while on city business including, but not limited to, stenographic and typing services, storage of baggage, rental or room for official business, and telephone calls for official business. Detailed receipts must support such expenses. Reimbursement of all such expenses are subject to express approval by the Mayor and the department head or other appropriate elected official.
REIMBURSABLE TRAVEL EXPENSES. Include meals, lodging, and transportation expenses incurred by an employee while on city business requiring them to leave geographical boundaries of the city.
TRAVEL EXPENSES NOT COVERED. Include:
(a) Personal entertainment;
(b) Business entertainment (expenses for non-city employees);
(c) Fines for parking, speeding, and the like;
(d) Alcoholic beverages; and/or
(e) Valet and/or other personal services.
(C) Transportation.
(1) Automobile.
(a) Whenever an automobile is the approved method of transportation and a city vehicle is available, the employee should use the city vehicle. All appropriate mileage logs and expense receipts should be maintained.
(b) If the approved travel is to be in a privately owned vehicle, mileage logs shall be maintained and the current approved city mileage rate shall be reimbursable. Mileage must be calculated from where the employee regularly reports to begin work each day to the travel location. Map Quest or some other approved internet map site may be used to calculate the mileage.
(c) Miscellaneous expenses including parking fees, road or bridge tolls, and similarly related expenses are allowable.
(d) A rental car may be allowable for travel outside the state depending on the nature of the travel. The following provisions are required for rental cars.
1. The class of rental car must be standard, mid-size, compact, or economy depending upon the size of the traveling party. A larger vehicle is to be based only on the number of city employees traveling. A mini-van may be allowed if a department is transporting large equipment for a departmental purpose. The rental of a vehicle is only allowable for the period of time while on city business.
2. For the fuel option, the standard option must be chosen, meaning to start out with a full tank and return to the rental company with a full tank. Keep the receipt for fuel purchase and submit for reimbursement. Return the vehicle on time. Any extra hour charges for a late return are not reimbursable unless extenuating circumstances can be proven.
3. Liability and collision coverage is required.
(2) Air travel.
(a) Air travel, unless specifically authorized by the Mayor and the department head, is allowable only for travel outside the state.
(b) Air tickets must be coach class to be eligible for reimbursement.
(3) Rail and bus travel. Rail and bus expenses are allowable for reimbursement. Travel within the state by such conveyances must be specifically pre-authorized by the Mayor and department head or other elected official.
(4) Incidental travel expenses.
(a) Land transportation, like bus and taxicab, to and from an airport and business site is allowable.
(b) Baggage transfers and similar travel expenses are allowable.
(D) Lodging.
(1) Expenses for hotel/motel accommodations are reimbursable if they meet the following criteria:
(a) If the travel distance in one-way is 65 miles or more for a one-day conference;
(b) If a multiple-day conference is being attended and the travel distance for hotel/motel accommodations is 50 miles in one-way; and
(c) The expenses meet the guidelines herein.
(2) The city will pay only a single-room rate unless the rates are the same. Whenever possible, accommodations should be reserved using a government rate. The government rate must normally be arranged in advance of arrival. Some type of city identification card will be required at check-in.
(3) If the employee is attending a conference, the city will pay the published room rate for the conference. Documentation should be provided showing the room rate.
(4) When traveling with a spouse, it is the responsibility of the employee to submit documentation showing the single- and double-room rates. The employee is responsible for paying the difference between the two rates.
(E) Meal per diem.
(1) Meals will be paid at a rate per day based on current state-approved amounts and/or as set by City Council from time to time unless prior approval has been given for a different amount by the Mayor and department head. Daily meal charges will not be averaged. On any day that meal charges exceed this amount, the employee will be responsible for the excess amount. For employees attending a one-day conference or seminar, up to a rate based on current state-approved amounts and/or as set by City Council from time to time will be paid for lunch when lunch is not included in the conference fee. A receipt for lunch must be provided.
(2) MEAL means one serving of a meal to an employee. Groceries are not intended to be a MEAL within this definition. However, under certain circumstances the purchase of groceries may be allowable such as, for example, if a group of employees is going on a training session where it is impracticable to go to a restaurant. The purchase of groceries in place of meals must have the prior written authorization of the Mayor and department head.
(F) Receipts. All receipts must be itemized and in sufficient detail to determine what was purchased. Food receipts must be specifically detailed as to what food and beverages were purchased. If more than one employee is traveling together, it must be indicated which employee ate or drank the items listed on the receipt. The receipts must also include the nature of the government business being conducted as well as the names of the employees dining together.
(G) Deviation of policy. The employee must explain any deviation from this policy on the travel authorization request. Approval for the request will be in writing from the Mayor.
(H) General rules.
(1) In order to receive reimbursement for travel expenses, the employee must file an itemized report using the city travel and expense report and sign the appropriate claim form.
(2) Attached with the travel report should be receipts for each expense.
(3) Travel expenses related to any seminar, convention, or training must include a brochure describing the program, dates, and registration costs.
(4) Only those expenses detailed within this travel policy will be reimbursable.
(5) A copy of the travel request form must be attached to the claim form.
(6) Any prior authorization for deviation of this policy must be attached to the claim form.
(Prior Code, § 31.08) (Ord. 1479, passed 12-20-2004)