(a) There are occasions when attendance at conferences, conventions, meetings, schools, training programs, etc. by employees and elected representatives of the City is in the best interest of the City. Therefore, the following procedures are adopted and shall be adhered to relative to travel expenses.
(Ord. 1992-058. Passed 12-14-00.)
(b) All administrative departmental expenses shall be approved in advance by the Mayor by using the “Travel Expense Authorization” form (form TE-I). A program of the meeting/conference shall be attached to form TE-I prior to receiving approval.
All legislative departmental expenses shall be approved in advance by the President of Council by using the “Travel Expense Authorization” form (form TE-I).
A program of the meeting/conference shall be attached to form TE-I prior to receiving approval.
A separate form is to be completed for each employee that is attending the meeting/conference, projecting the estimated cost using the following parameters:
(1) Air travel shall be by coach class unless there is no alternative and then the indication shall be shown on the TE-I form of that fact. Employees shall be paid at the rate established by the Federal Government, or the round trip air fare, whichever is lesser if using their own car.
(2) Lodging expense. Only hotel, motel or bed and breakfast inn expenses shall be allowed. The maximum expense, per employee per day, shall not exceed the per diem allowance rates in effect per Internal Revenue Service Code or publications. Lodging expenses, when requested, can be shared by more than one employee. The only exception to the IRS limit is when the employee or official is staying at the same hotel or lodging facility where the conference or seminar is being held.
(3) Registration fees. Registration fees, including meals and other programmed affairs sponsored by the conference or convention organization shall be reimbursed upon presentation of receipts by the employee. When the pre-registration is required, the fee may be charged to the City, providing that approval for the trip has been obtained.
(4) Meal allowance. Meal allowance may be authorized, not to exceed the per diem allowance rates in effect per Internal Revenue Service Code or publication. The federal standard meal allowance shall be allocated based on the Internal Revenue Service Code or publication. Receipts for meal allowance are not required. The per diem rate includes all meals and tips, taxes and gratuities for meals.
(5) Miscellaneous expenses. Miscellaneous expenses such as, books or supplies for use at the conference or seminar, taxi fares, public transportation, car rental, parking fees and gratuities (not to exceed 15%), may be claimed if circumstances indicate that they are necessary for the traveler. Reimbursement shall not be made for personal items such as long distance telephone calls, valet service, laundry, toiletries, room mini bars, pay cable movies or alcoholic beverages.
(6) Statement and evidence of travel expense. Within ten working days after the return of the employee, the travel expense shall be itemized on the travel expense form (Form TE-I) under the column listed as “actual” expenses. This report shall be completed using the criteria described in this chapter. Where more than one employee was attending the meeting/conference, each employee shall complete Form TE-I.
(7) Local expense. Local expenses required for the furtherance of official City business by department heads and division heads are authorized, excluding the purchase of alcoholic beverages, for themselves and guests in local restaurants and meeting facilities. Such expenses shall be submitted with evidence describing the participants attending and reasons for the expenses incurred.
(8) Travel advance. Travel advances may be granted upon approval of Form TE-I. When submitting Form TE-I, if any funds are to be returned to the City or if money is due to the employee, all information shall be recorded in the proper columns.
(9) Personal benefits. No personal benefits such as frequent flyer miles, rewards, prizes and the like shall be procured by a city official/employee when traveling at the city’s expense.
(Ord. 2018-086. Passed 11-13-18; Ord. 2021-051. Passed 7-13-21.)