The Mayor and City Council recognize that travel and attendance at conferences and meetings is necessary and desirable in the proper and official pursuit of city business. In furtherance of this policy statement, the following constitutes the travel policy of the city.
(A) Approval of travel and attendance at conferences and meetings. Travel and attendance at conferences and meetings relating to official city business by the Mayor and members of City Council shall have the prior approval of the Mayor and City Council. Travel and attendance at conferences relating to official city business by city employees shall have the prior approval of the City Administrator, consistent with budgetary allocations for travel.
(B) Payment of expenses for travel and attendance at conferences and meetings. The city will make payment for actual expenses incurred by City Council and city employees for travel and attendance at conferences and meetings. Expenses of spouses and family members attending the conferences and meetings shall be the responsibility of the individual city official or employee. The city will not pay for expenses incurred by spouses or family members attending the conferences or meetings.
(C) Travel expenses eligible for payment.
(1) The city will pay for actual air or rail transportation, cab fares to and from airports, hotel or motel room costs, conference registration fees, meals and incidentals relating to approved travel.
(2) The use of city vehicles for travel is authorized if it is less expensive to use a city vehicle than travel by air or rail service, provided time constraints are not a factor in the travel.
(3) The use of a personal vehicle, at a reimbursement rate provided by I.R.S. regulation, is authorized if the use is less expensive than the use of a city vehicle, or a city vehicle is not available, or the use is less expensive than air or rail service, provided time constraints are not a factor in travel.
(1985 Code, § 9-3)