(A) Not all specific information is listed in this subchapter; one shall consult administrative policies and procedures for more or detailed information.
(B) The provisions of this subchapter shall apply to the Mayor, members of the Common Council and City staff, or any other person authorized by the Common Council, and shall pertain to expenses incident to attendance at conferences approved by the Common Council and attended for the benefit and in the interest of the city.
(C) Wherever prior arrangements can be made for travel incident to conferences attended for the benefit and in the interest of the city, the individual will arrange in advance, when possible, for the following items to be billed directly to the city:
(1) Transportation, including air travel and car rental;
(2) Lodging;
(3) Registration fees and other costs incidental to the program or conference; and
(4) Any other usual or ordinary costs for which advance billing arrangements can be made.
(D) Wherever billing arrangements cannot be made for any of the items listed in division (C) above, city checks can be obtained to pay for the items in advance or to reimburse the individual authorized to attend the conference only upon presentation of a valid voucher or receipt evidencing the actual cost.
(E) For out-of-pocket expenses which cannot be paid in advance or billed directly to the city, a per diem allowance shall be advanced for each day of anticipated attendance at the conference or program. Expenses to be covered by this allowance include but are not limited to the following:
(1) Meals;
(2) Tips;
(3) Entertainment reasonably related to the city’s benefit;
(4) Intricacy transportation, including buses and taxis; and/or
(5) Telephone calls incidental to the educational program.
(F) The procedure for per diem advances and reimbursements shall be as follows.
(1) Advances. Advances will be made by the Finance Department in an amount to be determined by city policy.
(2) Requests. Requests for advances must be submitted to the Finance Department no later than five days prior to the date of travel.
(3) Verification. An individual must actually demonstrate attendance at the conference for the number of days for which an advance has been made.
(4) Excess. In the event that an individual has received an allowance for days in excess of those actually in attendance at a conference, that amount must be returned to the Finance Department within five days of the date of return.
(G) Individuals using their personal automobiles for travel to or from seminars and conferences for the benefit and in the interest of the city may be reimbursed in an amount to be determined by city policy.
(Prior Code, Art. 3-6)