(A) If the travel of an employee will be by vehicle, city-owned vehicles shall be used when available and practical.
(B) An employee, in travel status, using his or her vehicle will be paid a mileage allowance at the published federal government rate. The Clerk-Treasurer's Office will provide the federal government rate each January to the department head. In order to receive reimbursement for mileage under the city’s fleet and commercial vehicle policy, the following conditions must be met:
(1) Maintaining automobile liability insurance limits of at least $100,000 per person, $300,000 per accident, and $25,000 property damage; but in no case less than the minimum required by law for the state in which the driver resides;
(2) Maintaining current state vehicle inspection if the state requires one;
(3) Maintaining their "non-company vehicle" in safe operating condition; and
(4) Providing updated copies of proof of insurance to the Director of Administrative Services each time employee's policy renews; mileage reimbursement will not be granted without this.
(5) Employees must provide fixed mileage from a map quest or other reliable website or an official map. Odometer readings are used only when the distance between points cannot be determined by fixed mileage or official highway maps. The employee must submit this documentation of such trips with travel voucher(s).
(C) An employee in travel status may be reimbursed for the cost of parking and tolls when using either a city or personal vehicle. Receipts satisfying § 33.139, Requirements for Receipts, must be included with the claim for reimbursement.
(D) The fee assessed for cancellation may be a reimbursable expense if legitimate city business or a personal emergency prohibits the employee from traveling, and if a refund is not available. The department head must approve the cancellation.
(E) The cost of travel by air, railroad or bus may be reimbursed. To be reimbursed, an employee must submit acceptable receipts with the travel claim, utilizing the lowest possible rates.
(F) The cost of taxi and other public transportation between a person's work station and terminal may be reimbursed. The cost of parking at a terminal may be reimbursed.
(1) An employee in travel status may use a personal vehicle for transportation to a terminal instead of using public transportation, and may be reimbursed the cost of round-trip mileage between the employee's work station and the terminal;
(2) The cost of transportation between the terminal, the place of lodging and other places of business while in travel status may be reimbursed. Employees must provide fixed mileage from a map quest or other reliable website or an official map. Odometer readings are used only when the distance between points cannot be determined by fixed mileage or official highway maps. The employee must submit this documentation of such trips with travel voucher(s).
(G) Automobile rental expense is reimbursed for out-of-state travel when it is efficient and cost effective, and when approved by the department head. The least expensive practical vehicle should be rented.
(H) An employee who chooses to drive rather than fly must get the travel approved in advance by his or her department head, if he or she is in travel status for a maximum of two full driving days each way. Driving instead of flying will be approved only where the total cost of driving (including any reimbursed mileage, meals, and lodging while en route) does not exceed the total costs of flying (including any reimbursed costs of getting to and from the airport, parking, meals not provided by airline, and airfare based on the rate available 14 days before the departure date).
(Ord. 15-2005, passed 4-12-05; Am. Ord. 10-2011, passed 7-12-11)