157.39 TRAVEL EXPENSE.

   (a)   There are occasions when attendance at conferences, conventions, meetings, schools, training programs, etc. by employees and elected representatives of the City is in the best interest of the City. Therefore, the following procedures are adopted and shall be adhered to relative to travel expenses.
(Ord. 2004-180. Passed 12-7-04.)

   (b)   All administrative departmental expenses shall be approved in advance by the Mayor by using the "Travel Expense Authorization" form (Form TE-1). A program of the meeting/conference shall be attached to Form TE-1 prior to receiving approval.

   All legislative departmental expenses shall be approved in advance by the Finance Committee of Council by using the "Travel Expense Authorization" form (Form TE-1). A program of the meeting/conference shall be attached to Form TE-1 prior to receiving approval.

   A separate form is to be completed for each employee that is attending the meeting/conference, projecting the estimated cost using the following parameters:

      (1)   Transportation expenses. Air travel shall be by coach class unless there is no alternative and then the indication shall be shown on the TE-1 form of that fact. Employees shall be paid at the rate as is currently determined by the Internal Revenue Service for the mileage deduction for personal income taxation purposes, or the round trip air fare, whichever is lesser when using their own car.

         (Ord. 2005-078. Passed 5-3-05.) 

      (2)   Lodging expense. Only hotel, motel or bed and breakfast inn expenses shall be allowed. The maximum expense, per employee per day, shall be the double occupancy rate per day plus all applicable taxes. Lodging expenses, when requested, can be shared by more than one employee.

      (3)   Registration fees. Registration fees, including meals and other programmed affairs sponsored by the conference or convention organization, shall be reimbursed upon presentation of receipts by the employee. When the pre-registration is required, the fee may be charged to the City, providing that approval for the trip has been obtained.

      (4)    Meal allowance. Meal allowance may be authorized to a maximum sixty dollar ($60.00) per diem rate in state and one hundred fifteen dollars ($115.00) per diem rate out of State as provided by the approvals heretofore spelled out. This rate may be adjusted according to the proportion of a day necessary to attend, or travel to and from, a conference/meeting/seminar, or authorized travel. Receipts for meal allowance are not required. The per diem rate includes all meals and tips, taxes and gratuities for meals.

      (5)   Miscellaneous expenses. Miscellaneous expenses such as taxi fares, public transportation, car rental, parking fees and gratuities may be claimed if circumstances indicate that they are necessary for the traveler.

Reimbursement shall not be made for personal items such as long distance telephone calls, valet service, laundry, toiletries, room mini bars, pay cable movies or alcoholic beverages. Reimbursement shall be made for one long distance personal call to your place of residence, and calls back to your office or other related business calls.

      (6)   Statement and evidence of travel expense. Within ten working days after the return of the employee, the travel expense shall be itemized on the travel expense form (Form TE-1) under the column listed as "actual" expenses. This report shall be completed using the criteria described in this chapter. Where more than one employee was attending the meeting/conference, each employee shall complete Form TE-1.

      (7)   Local expense. Local expenses required for the furtherance of official City business by the Mayor, Council members, department heads and division heads are authorized, excluding the purchase of alcoholic beverages, for themselves and guests in local restaurants and meeting facilities. Such expenses shall be submitted with evidence describing the participants attending and reasons for the expenses incurred.

      (8)   Travel advance. Travel advances may be granted upon approval of Form TE-1. When submitting Form TE-1, if any funds are to be returned to the City or if money is due to the employee, all information shall be recorded in the proper columns.

          (Ord. 2004-180. Passed 12-7-04; Ord. 2013-137. Passed 11-15-13.)