(A) Subject to the conditions set forth below, the city will provide a credit card or reimburse employees for reasonable business travel expenses incurred while on professional business away from the normal work location. Business travel must be approved in advance by the department head or City Manager.
(B) If not provided a credit card, any advances to cover conference costs must be arranged by the employee and the department head at least seven days prior to the conference date. Advances can be requested for the following:
(1) Travel: Federal rate at the time (IRS mileage).
(2) Hotel/motel room: Room rental expense.
(3) Meals: Up to a maximum of $200 for any stay exceeding two days and two nights; $100 for any stay of less than two days (alcohol is specifically excluded from reimbursement).
(C) Employee must keep all receipts related to the conference costs, along with detailed accounting of the same, and must be submitted to the department head and then to City Finance.
(D) Expenses for travel, meals and lodging of (1) any officer or employee that exceeds the maximum reimbursement allowed under the regulations adopted above; or (2) any member of the corporate authorities of the city may only be approved by roll call vote at an open meeting of the corporate authorities of the city. However, in the event of an emergency or other extraordinary circumstance, the corporate authorities or City Manager may approve more than the maximum allowable expenses set forth above.
(E) The city shall not reimburse any elected official, employee or officer for any activities which would be considered entertainment. Activities which would otherwise be considered entertainment but which are excluded from the prohibition on reimbursement due to being ancillary to the purpose of the program or event, may be reimbursed in accordance with the provisions of this policy.
(F) Abuse of the travel regulations, including falsifying expense reports to reflect costs not incurred by the employee may be subject to disciplinary action, up to and including termination of employment.
(Ord. 1061, passed 4-5-21)