(A) A reimbursement (including payment in kind) to a member, officer or employee, from a private source for necessary transportation, lodging, and related expenses for travel to a meeting, speaking engagement, fact finding trip, or similar event in connection with the duties of the member, officer or employee, as an office holder or employee shall be deemed to be a reimbursement to the governmental entity and not a gift prohibited by this subchapter if the member, officer or employee.
(B) For purposes of division (A) events, the activities of which are substantially recreational in nature, shall not be considered to be in connection with the duties of a member, officer or employee, as an office holder of employee.
(C) Each advance authorization to accept reimbursement shall be signed by a member or officer or other employee under whose direct supervision the employee works and shall include:
(1) The name of the employee;
(2) The name of the person who will make the reimbursement;
(3) The time, place, and purpose of the travel; and
(4) A determination that the travel is in connection with the duties of the employee as an employee and would not create the appearance that the employee is using public employment for private gain.
(D) Each disclosure made under division (A) of expenses reimbursed or to be reimbursed shall be signed by the member or officer (in the case of the travel by the member or officer) or by the member, officer or other employee under whose direct supervision the employee works (in the case of travel by an employee) and shall include:
(1) A good faith estimate of total transportation expenses reimbursed or to be reimbursed;
(2) A good faith estimate of total lodging expenses reimbursed or to be reimbursed;
(3) A good faith estimate of total meal expenses reimbursed or to be reimbursed;
(4) A good faith estimate of the total of other expenses reimbursed or to be reimbursed; and
(5) A determination that all those expenses are necessary transportation, lodging, and related expenses.
(Ord. M99-1, passed 7-13-1999)