A. Employees are responsible for seeking advance authorization for travel requests through their supervisory system, providing documentation of travel-related expenses and activities, and being familiar with the travel procedures prior to travel.
B. Employees will be reimbursed for in-state travel only when such travel has been approved in advance by the Department Manager. All out of state travel must be approved in advance by the Mayor of Fairfield. Evidence of advance approval must be included with the Travel Expense Reimbursement Form.
C. Employees traveling together shall fill out and submit vouchers separately, being careful not to overlap claims.
D. Employees must sign all vouchers.
E. All expenses must be business related.
F. Original or copies of receipts shall be attached to all vouchers. All receipts shall be itemized and dated. In addition, names of the persons who are included in the bill shall be listed on the back of the receipt to avoid multiple reimbursements for the same expense.
G. The Department Manager and Mayor's signature must be on the voucher seeking reimbursement.
H. Employees shall identify the reason for the travel as part of the voucher description.
I. Business associates, vendors, or family members accompanying an employee traveling for business purposes are not eligible for travel reimbursement costs.
J. Vouchers must be submitted within 30 days of the event and/or travel for which reimbursement is sought.