(A) (1) The city is responsible for authorizing employee business travel and reimbursement of travel expenses including overnight lodging, and per day meal allowances as set by the State Board of Accounts. All employees must obtain authorization from the appointing authority department head before business travel or reimbursement of expenses.
(2) Whenever practicable, travel will be accomplished in a city vehicle or via common carrier. If a personal vehicle must be used for authorized travel, the employees shall be reimbursed at prevailing rates authorized by the Board of Works.
(3) Employee pay for travel time shall be determined according to applicable provisions of the Fair Labor Standards Act.
(B) State Called Meetings. The city will reimburse city employees for a state called meeting specified by statute or the State Board of Accounts. Reimbursement for state called meetings will be for:
(1) Reasonable hotel/motel accommodations;
(2) Mileage rate is set per local ordinance; and
(3) The City Council shall establish meal allowance rates for individuals attending a meeting. Employees shall submit a claim to the Clerk-Treasurer’s office for reimbursement of meal expenses subject to Board of Works approval.
(C) Other Meetings/Job-Related Training.
(1) An employee on authorized official city business requiring overnight accommodations will be reimbursed for:
(a) Reasonable hotel/motel accommodations;
(b) Bus, taxi, and airport transportation;
(c) Air, rail, or bus tickets as lowest possible fare;
(d) Mileage rate is set per local ordinance; and
(e) The City Council shall establish meal allowance rates for individuals attending a meeting. Employees shall submit a claim to the Clerk-Treasurer’s office for reimbursement of meal expenses subject to Board of Works approval.
(2) An employee on authorized official city business attending a meeting not requiring overnight accommodations will be reimbursed for:
(a) Bus, taxi, and airport transportation;
(b) Air, rail, or bus tickets as lowest possible fare;
(c) Mileage rate is set per local ordinance;
(d) Necessary parking and storage fees; and
(e) The City Council shall establish meal allowance rates for individuals attending a meeting. Employees shall submit a claim to the Clerk-Treasurer’s office for reimbursement of meal expenses subject to Board of Works approval.
(Ord. 2018-16, passed 1-7-19)