(A) Business expenses may be charged to the city on a credit card issued to the employee in accordance with the use of a city credit card policy in § 36.102 or paid from the employee’s private funds and reimbursed upon the submission of the documentation required under this policy.
(B) An employee requesting reimbursement for business-related expenses made on behalf of the city will complete the Expense Report (HR Form 11) in Appendix A. The employee will submit expenses and supporting documentation in the following manner.
(1) Expenses will be submitted on at least a calendar-month basis. Expenses submitted for reimbursement are due to the City Accounting Department within 15 days from the end of the month in which the expenses were incurred. Employees will not include expenses from different calendar months on the same expense report.
(2) Requests for reimbursement in expense reports will be accompanied by an itemized receipt and all supporting documentation. The employee will provide the business purpose, the date, location, amount and the persons being covered by the purchase on the receipt or in the supporting documentation. Failure to provide a receipt and other applicable supporting documentation will result in denial of the reimbursement unless the expense report is accompanied by an approved Missing Receipt Affidavit (HR Form 12) in Appendix A. Credit card statements will not be accepted as evidence of a receipt.
(3) All expense reports must be approved and signed by the employee’s supervisor with the responsibility of budgeting and reviewing business expense information for the employee’s department. The City Clerk or his or her designee will review all expense reports prior to reimbursement for the purpose of determining compliance with city policies. The Mayor’s and Council members’ expense reports will be submitted to the City Clerk and approved by the City Council, in accordance with the city budget.
(C) An employee who submits a fraudulent receipt or falsifies his or her expense report will lose reimbursement privileges, will be terminated or other appropriate disciplinary action will be taken.
(D) The city may withhold reimbursement while it investigates or verifies expense report reimbursement requests.