(a) Authority for Travel
(1) Pre-Approval. Travel on official City business shall be approved in advance regardless of whether reimbursement will be requested. Such approval shall be obtained by completing a purchase order request. The purpose of the review of the purchase order request is to determine whether the travel is beneficial for the City; whether funds are available; and, whether appropriate approval has been obtained.
(2) Emergency Travel. The City Manager may authorize travel, after it has taken place, if there are unusual and extenuating circumstances of an emergency.
(3) Travel Exceeding Two Hundred Dollars ($200.00). Travel on official City business for which expenses exceed two hundred dollars ($200.00), shall be approved in advance by the City Manager.
(4) Travel Two Hundred Dollars ($200.00) or Less. Travel on official City business for which expenses are two hundred dollars ($200.00) or less, shall be approved in advance by the Department Supervisor.
(b) Reimbursement for Travel.
(1) Reimbursement. Upon proper submission of a reimbursement request form, the City shall pay the necessary and reasonable expenses incurred by employees while on authorized travel. The form shall be completed within ten (10) working days after returning from travel.
(2) Receipt Required. Any request for reimbursement for items over one dollar ($1.00) shall be accompanied by original receipts and shall be attached to the reimbursement request form.
(3) Reimbursement Exceeding Two Hundred Dollars ($200.00). Reimbursement for expenses which exceed two hundred dollars ($200.00), shall be approved in advance by the City Manager. Such approval is required regardless of the amount set forth above.
(4) Reimbursement Two Hundred Dollars ($200.00) or Less. Reimbursement for expenses which are two hundred dollars ($200.00) or less shall be approved by the Department Supervisor provided that the original request did not exceed two hundred dollars ($200.00).
(c) Air, Rail or Bus Travel.
(1) Lowest Available Fare. Travel by air, rail or bus shall be for the lowest available fare.
(d) City Vehicle. Any employee operating a City vehicle for travel shall only be reimbursed for expenses directly related to the operation of the vehicle. Use of a City credit card is restricted to purchase of gas and oil.
(e) Personal Vehicle.
(1) Mileage Reimbursement. Employees using a personal vehicle for travel may be reimbursed at the standard mileage rate established by the Internal Revenue Service, as amended. Such expenses are payable to only one (1) of the two (2) or more employees traveling in the same vehicle. The mileage rate stated herein shall be considered as the total reimbursement for all expenses incurred in the use of a personal vehicle except for parking fees, ferry charges, bridge and highway tolls.
(2) Mileage Calculation. Mileage reimbursement shall be calculated from the employee’s normal workplace to the travel destination.
(3) Insurance. Employees operating a personal vehicle for work-related purposes shall be required to maintain insurance in accordance with Ohio R.C. 4509.01 as amended.
(4) Limitations On Mileage Reimbursement. Except where special permission is granted by the City Manager, the limit on private vehicle mileage distance one-way shall not exceed three hundred (300) miles. Further, no reimbursement shall be granted to employees for travel from their homes to places of work or vice versa.
(5) “Frequent Flyer” Programs. The City prohibits the accumulation of “frequent flyer” miles by employees earned because of City travel which is paid for or reimbursed by the City or the City will require employees to use such miles earned for future official City travel. See, Ohio Ethics Commission Advisory Opinion No. 91-010.
(f) Overnight Travel. If it is necessary for an employee to stay overnight while on City business, the employee shall be reimbursed for the actual cost of their lodging at the lowest rate available. If a spouse accompanies an employee, the City shall refund at the single rate only and such rate shall be submitted. If employees share a double, one (1) employee should submit a reimbursement sheet for both and make the appropriate notation.
(g) Meals.
(1) Location of Meals. Reimbursement shall only be made for meals outside the City except that meals inside the City shall be reimbursed if the price of the meal is included in a registration fee as an integral part of a conference, convention, meeting or similar working assembly.
(2) Gratuity. Reimbursement for a gratuity shall only be made when included in the price of meals which are in integral part of a conference, convention, meeting or similar working assembly, requiring the attendance of an employee.
(3) Rate of Reimbursement. Reimbursement shall not exceed the per diem rate permitted by the Federal Government, as amended.
(4) Timing of Meal. Breakfast is reimbursable if the employee departs before 6:00 a.m. Dinner is reimbursable if the employee returns after 7:00 p.m.
(5) Alcohol. No reimbursement for liquor costs shall be made.
(6) Registration Fee. If the price of meals is included in the conference or registration fees, no additional reimbursement for meals shall be made to the officeholder or employee.
(7) Additional Expenses. Employees are responsible for expenses above and beyond the per diem.
(h) Conference Fees.
(1) Reimbursement. Reimbursement shall be made for registration fees required for attendance at a conference, convention, meeting or seminar. All such items are to be listed separately and individually on the expense report and supported by a receipt an/or cancelled check.
(2) Prospective Payment. The employee may request prospective payment directly for the organization conducting the conference, convention, meeting or seminar if the request is submitted in a timely manner.
(i) This policy does not intend to address every issue, exception, or contingency that may arise in the course of travel.
(j) Employees should exercise the same care in incurring travel expenses that a prudent person would exercise if traveling on personal business and expending personal funds.
(k) Employees will be held responsible for unauthorized costs and additional expenses incurred for personal preference or convenience.
(l) Penalties. Failure to comply with any provision of this chapter shall result in denial of the reimbursement requested. Abuse or fraudulent claims for travel and reimbursement shall result in discipline, up to and including, termination.
(Ord. 128-06. Passed 12-27-06.)