(A) All allowances for travel, lodging and meals shall be submitted through the department by whom the officer or employee is employed. Such allowances shall be submitted on Trip Authorization Forms designed by the City Auditor's Office. An advance may be requested for any travel, lodging or meals. Such request shall be in writing and approved by the Mayor. All advances shall be based upon the allowances set forth in this section.
(B) Employees and officers of the city shall be allowed and paid an amount equal to the standard rate of allowance permitted by the Internal Revenue Service (IRS), per mile driven in their own automobiles on authorized city business. Mileage allowance for frequently visited cities shall be designated by the City Auditor and on file in the City Auditor's Office, and any additional mileage shall be documented.
(C) All employees and officers, when traveling, shall use that means of transportation which is most economical for the city considering time and other costs of travel. Any means of transportation other than automobile shall first be approved by the department head, and necessary funds shall be certified by the City Auditor.
(D) When public transportation is used to a point of destination, receipts for taxicabs, rental vehicles, or other such public transportation shall be an allowable expense.
(E) (1) All employees and officers of the city, when on official business, shall receive, in advance, a per diem of $50 per day. In cases requiring one day of travel, the per diem will be $25.
(2) If a meal is included as part of the registration fee from the activity being attended, the normal allowance for that meal will not be reimbursed. No employee or officer of the city, for any reason, shall receive reimbursement for alcoholic beverages. Neither shall there be reimbursement for meals normally eaten prior to, upon or after returning.
(F) All employees and officers, when on properly authorized official business, shall for costs incurred at any public lodging, be reimbursed for the amount expended. A tax exempt certificate must be obtained from the Auditor's office prior to departure, and shall be presented by the employee or officer at time of check in, to obtain state exemption status on lodging accommodation.
(G) Receipts must be submitted for any and all expenses incurred outside of the listed daily per diem (subject to division (J) below).
(H) Parking fees are reimbursable.
(I) It shall be the responsibility of each department head, working in conjunction with the Auditor, to ensure compliance with the policies in this section. Each department head shall inform departmental staff of the procedures set forth in these policies and shall establish internal departmental control. The employee incurring travel related expenses shall be responsible for the timely completion of the Trip Authorization Form each time travel related expenses are incurred. Except in true emergencies, no city employee will be reimbursed for travel related expenses without prior approval, including a purchase order number. Payment for expenses not made in conformance with these policies will be the responsibility of the employee incurring the expense.
(J) The City Auditor has the authority to question any item of expense for which reimbursement is asked and may refuse to pay, modify or reduce any item which is unreasonable or incompatible with present travel costs.
(`63 Code, § 157.06) (Ord. 3-77, passed 1-3-77; Am. Ord. 42-80, passed 5-27-80; Am. Ord. 105-80, passed 11-25-80; Am. Ord. 76-83, passed 10-11-83; Am. Ord. 68-99, passed 10-12-99; Am. Ord. 15-00, passed 3-13-00; Am. Ord. 44-2021, passed 6-28-21)
Statutory reference:
Municipal officers may attend conference or convention; expenses, see R.C. § 733.79