(A) (1) An employee in overnight travel status may claim lodging expense not exceeding the single occupancy room charge, including taxes. Employee must obtain the lowest rates and inquire about government rates. Employees must state that we are a municipality when they make the reservation and ask that sales tax not be charged. A sales tax exemption form should be taken to the hotel at check-in.
(2) The brochure/agenda or other written document on the event that the employee attends must be submitted before any claim related to lodging expense will be paid or reimbursed.
(3) Documentation for lodging expense must state amount, date and time, place and business purpose.
(a) Lodging expenses will be paid according to the actual expense on documentation.
(b) Lodging expense must not be lavish, but reasonable based on circumstances.
(c) If a single room is not available, then a double room rate will be reimbursed.
(B) If two or more employees in travel status share a room, only one person should request reimbursement and note the name(s) of the employee(s) with whom the room was shared.
(C) An employee may not claim reimbursement for lodging when lodging was provided by another person who is not in the business of providing lodging.
(D) An employee while in travel status will be reimbursed for official city phone calls.
(1) An employee in overnight travel status will be reimbursed for personal phone calls: up to five dollars for the first 24-hour period, and $2.50 for each 12-hour period while in overnight travel status.
(2) Cell phones will be included in the reimbursement up to the limits stated above.
(E) Hotel tips to porters, maids, and other tips of this nature are reimbursable as an incidental expense (M&IE), see § 33.140(A).
(F) Movies, pay television channels, and any other type of entertainment expenses will not be eligible for reimbursement.
(G) An employee may not claim reimbursement for lodging for any stay within 25 miles of the city unless approved in advance by the Mayor.
(H) An employee may claim lodging for Saturdays, Sundays, or holidays (even though he/she is not conducting city business on those days) in order to reduce the total cost of travel. The savings must be documented and approved in advance by the department head. The lodging may not be claimed if the employee is using vacation, unused holiday, or personal leave time. (A copy of the employee's time sheet will need to be turned in before any reimbursement is made.)
(Ord. 15-2005, passed 4-12-05; Am. Ord. 52-2005, passed 11-8-05; Am. Ord. 10-2011, passed 7-12-11)