(a) Mileage Reimbursement. The use of a privately owned vehicle may be authorized by the department head provided that there is no detriment to the City by such use or a City-owned vehicle is not available. Mileage reimbursement for use of a private automobile/truck used to conduct official City business will be made based upon the currently enacted Internal Revenue Service (Federal government) mileage allowance reimbursement rate. To be eligible for mileage reimbursement, travel must, at a minimum, satisfy the following requirements:
(1) To qualify for mileage reimbursement, travel by private vehicle must be outside of City of Hubbard corporation limits and Hubbard Township. No reimbursement shall be made for travel within the City of Hubbard and/or Hubbard Township. For any travel extending beyond the City/Township limits, mileage reimbursement shall be calculated with the street address of the Municipal Building (220 West Liberty Street, Hubbard, Ohio) as the point of origin.
(2) All requests for mileage reimbursement must be supported by one of the two following forms of evidence: 1) Round trip mileage from the point of origin as denoted in Item 1 above to the final destination printed and submitted from an approved GIS system (i.e. Yahoo Maps, Mapquest.com, or other similar online GIS mapping system); or 2) Appropriately logged on the prescribed form including beginning and ending vehicle odometer readings, destination name and address, purpose of travel, time and date leaving and returning, and names of other persons traveling in same vehicle. The designation “local” will not suffice as a description of any travel.
A. When using the GIS reporting option, mileage reimbursement will only be paid from point of origin to destination. For example if a Mapquest.com map denotes mileage from 220 West Liberty Street to Columbus, Ohio as 175 miles, reimbursement will be paid for 350 miles of travel. Map and driving directions must be submitted with reimbursement request in order to receive payment.
(3) Reimbursement shall be payable to only one of two or more employees traveling in the same automobile.
(4) Authorization to use a private vehicle must be authorized by the department head prior to departure.
(5) Individuals must maintain proper vehicle insurance and proof thereof.
(6) Charges for gasoline, accessories, repairs, depreciation, anti-freeze, towing, and other similar expenditures are not reimbursable.
(7) Use of a City gasoline charge card for purchase of fuel/oil for a private vehicle is strictly forbidden.
(b) Meals. Meals shall be reimbursed based upon the limit of actual and necessary costs up to the daily maximum rates as incurred during business or conference attendance when proper receipt documentation is attached to the reimbursement request form. Meal reimbursements shall be in accordance with the following requirements:
(1) The maximum meal reimbursement for a full day of travel is thirty-five dollars ($35.00) per day. The thirty-five dollars ($35.00) may be allocated for meals as the employee chooses, but receipts must support reimbursement. Meals provided at no cost will not be reimbursed.
(2) On a single day of travel, an employee may be eligible for reimbursement of actual meal expenses up to a maximum of thirty-five dollars ($35.00), depending on the time of departure and return, as follows:
A. $7.00 for breakfast if traveling between 6:01 a.m. and 9:00 a.m.
B. $10.00 for lunch if traveling between 9:01 a.m. and 4:30 p.m.
C. $18.00 for dinner if traveling between 4:31 p.m. and 11:00 p.m.
(3) On a single day of travel, meal reimbursement is only authorized for the time period the individual is traveling. Meal reimbursement will be made for actual expenditures only. These amounts are not per diems or entitlements. Gratuities will be reimbursed in addition to the meal allowance provided they do not exceed the lesser of 15% of the allowable meal expenses or five dollars($5.00) per day maximum gratuity reimbursement. All expenditures exceeding the daily maximum of thirty- five dollars ($35.00) are the sole responsibility of the employee.
NOTE: Employees will not be reimbursed for entertainment or alcohol.
(c) Lodging. Overnight lodging will be reimbursed/paid in amounts not exceeding the schedule below. When possible, employees must use special reduced-price room rates offered as part of a conference/seminar registration; or if possible request the government employee room rate, unless other lodging can be secured at a lower overall cost. To avoid payment of room tax, employee(s) must obtain proper Exemption Certificate from the City Auditor’s Office prior to travel. All lodging expenses shall be paid in advance of travel by City check. If lodging is not prepaid by City check, it is the employee’s responsibility to secure the room on a personal credit card or cash deposit-cash advances will not be made under any circumstance. Any requests for reimbursement must have proper receipt documentation attached to the reimbursement request form. If more than one City employee (of the same sex) attends the same conference/meeting it is encouraged that such employees share one room at the double occupancy rate.
Lodging expenditures shall not exceed the following per night maximum rate:
(1) Lodging: One hundred twenty-five dollars ($125.00) per night plus applicable taxes.
(d) Other Travel Expenses. The City shall reimburse other travel expenses including parking, tolls, taxi, bus, ferries, coach-class airfare, economy-class car rental, provided such expenditures are supported by receipts and approval by the respective department head in advance of travel when applicable.
(e) Exceptions. The City Auditor or his/her designee may grant certain exceptions to this travel policy if he/she determines such action appropriate and necessary. Different arrangements may be provided only if these arrangements re economically advantageous to the City. The City Auditor or his/her designee must provide the employee with specific written verification of such deviations from the travel policy prior to travel.
(f) Receipts. Receipts are required for all travel expenses as well as logs for mileage reimbursement. All requests for travel reimbursement must be approved by the appropriate department head and Safety/Service Director and submitted to the Auditor’s Office for review and payment within fifteen days upon return from such travel. Mileage reimbursements only may be accumulated for monthly or quarterly reimbursement if preferred.
(g) Definitions. All language used within the travel policy shall be construed as follows:
All words included within this policy shall have their usual and ordinary meanings except those specifically defined in this section which shall have only the meaning as established below:
(1) “Travel” shall consist of lodging, subsistence, transportation (including mileage reimbursement), seminar/meeting attendance, and related activities in the conduct of official City business.
(2) “Official City business” shall mean, but not be limited to:
A. Conducting legitimate City business such as fulfilling normal job functions, negotiating agreements, inspecting or purchasing supplies, material, and/or equipment, coordinating with other governmental agencies, serving on panels, and providing consultation; or
B. Obtaining information or training directly related to a person’s official function; or
C. Serving as an official representative of the City of Hubbard, Ohio.
(Ord. 22-02. Passed 7-15-02.)