(A) An employee may be reimbursed for mileage at the federal government mileage rate for the use of privately owned automobiles for official business. However, such reimbursement may be made only if the employee carries motor vehicle liability insurance, as required by law, and demonstrates proof thereof.
(B) To obtain reimbursement for mileage, an employee must file all receipts on travel expense reports provided by the employee’s department from time to time. On each travel expense report, the employee must state the origin and destination of each trip in sufficient detail to account for the mileage claimed. Under no circumstances shall an employee receive reimbursement for travel between an employee’s home and the city offices. Travel expense reports detailing travel expenses that an employee incurred more than 60 days prior to the date of the travel expense report must be accompanied by a letter of explanation detailing the reason for tardy submission of such report.
(C) Where an employee uses a city credit card to incur travel expenses, all claims and receipts must be delivered to the Clerk-Treasurer within 45 days of such travel expenses and the monthly credit card statement must be provided to the Clerk-Treasurer on a monthly basis.
(D) Personal travel expenses are not reimbursable. For the purposes of this section, “personal travel expenses” include, but are not limited to, personal telephone calls, cable television, movies, laundry, entertainment, and alcoholic beverages.
(E) All meal receipts submitted for reimbursement must be itemized. According to IRS regulations, meal expenses incurred during non-overnight travel will be a taxable fringe benefit.
(F) Notwithstanding anything to the contrary contained in this section, the failure of an employee to submit receipts within the time period set forth herein may result in such employee not receiving reimbursement for eligible travel expenses.