The following shall be the rules, regulations, rates and amounts of reimbursements to be paid to Municipal officers and employees for attendance at conventions and conferences and while on Municipal business:
(a) Prior to attending a meeting, conference or convention, individuals must present a request form for attending the same. An estimate of expenses and the account to which they are to be charged must first be approved by the Mayor for administrative personnel or Council for legislative personnel and presented to the Director of Finance for certification that funds are appropriated and available, legislative authority excluded.
(b) Receipts covering expenses should be obtained in all instances. These receipts should be presented with the expense account voucher to the Director of Finance when requesting payment of expenses.
(c) The City will pay the actual cost of overnight lodging when it is necessary in the furtherance of Municipal business, upon the presentation of the receipt showing payment for such lodging. Gratuities will be considered part of the expense, but will be limited to ten dollars ($10.00) per day. If an employee’s spouse also attends, no reimbursement will be made for his or her added costs.
(d) Registration fees in connection with attending a meeting, conference or convention will be considered as part of the attendance expense and will be paid by the City after proper documentation is presented to the Director of Finance.
(e) The City will pay the actual cost of meals, when necessary in the furtherance of Municipal business, upon the presentation of receipts showing payment for such meals.
(f) Upon the submission of an expense account voucher, signed by a claimant, showing the necessary miles traveled on Municipal business, the City shall pay that amount allowed at the time by the Internal Revenue Service per mile car mileage allowance. However, no car mileage allowance will be paid unless moneys have been appropriated by Council. Turnpike tolls and parking fees will be considered extra expenses, for which there will be a reimbursement to the officer or employee.
(g) (1) If Municipal officers or employees attend conventions or conferences or are otherwise on Municipal business outside the City, such officers or employees may obtain, from the Director of Finance, an expense advance by making a written request for such advance in an amount not to exceed the estimate of expenses also submitted. Such advance, however, must be approved by the Mayor and the Finance Director before it is issued.
(2) Such officers or employees shall, within fourteen days after their return from attendance at such convention, conference or other Municipal business, reconcile such advance with the Director by presenting the necessary receipts for expenses. If such an advance exceeded the actual expenses, the officer or employee shall return the excess to the City.
(Ord. 27-85. Passed 6-10-85; Ord. 14-90. Passed 2-12-90; Ord. 36-98. Passed 2-23-98; Ord. 102-09. Passed 7-13-09.)