It is the policy of the City to encourage department and division heads to be members of and active in their various professional organizations. Therefore, reimbursement for travel, meals and accommodations at professional conventions shall be granted, subject to fulfilling certain requirements.
(a) Requests for travel to and from conventions and other professional meetings shall be made in advance, approved by the City Manager and be a part of the budget of each department.
(b) Reimbursement for travel shall follow these guidelines:
(1) When time permits, a travel request form, approved by the department head and the City Manager, is to be submitted to the Finance Department at least one week prior to departure for receipt of a travel advance.
(2) Coach airplane passage shall be considered the standard for out-of-State travel.
(3) Hotel or motel accommodations shall be appropriate to the purposes of the trip. Receipts for lodging are necessary.
(4) Meal costs shall be reimbursed at actual cost, including gratuities, and receipts are required.
(5) Use of personal cars for in or out-of-City travel may be approved by the department head when the convenience of the City is served. Reimbursement for the use of a personal automobile for out-of-town travel shall be on a cents-per-mile figure at the current rate, but in no case exceed the cost of air coach fare to the same destination.
(6) Fees charged for registration at any conference or meeting are reimbursable provided that a receipt is provided.
(7) If persons are entertained at City expense, reimbursement shall be provided if the report states the purpose of the entertainment and the name and title of the person entertained and if a receipt is obtained.
(8) All other expenses incurred for which reimbursement is desired shall be itemized and receipts shall be provided therefor, except as provided for elsewhere.
(9) Travel in City vehicles shall be approved when circumstances warrant. Gasoline credit cards shall be issued by the Finance Department for the purchase of gasoline. Receipts for all expenditures shall be retained and submitted for reimbursement.
(10) Expenses of an employee's spouse accompanying the employee on a trip are not reimbursable. Lodging expenses in such circumstances shall be at the single-room rate.
(11) Upon return from an authorized trip, an expense report must be filed.
(12) Personal vehicles shall not be gassed at City pumps and no work shall be done on personal vehicles by City employees on City time or at City facilities.
(Ord. 14-78. Passed 11-28-78.)