(A) City officers or employees receiving prior approval from the Mayor will be reimbursed for reasonable business expenses incurred while conducting official city business. Examples of official city business include, but are not limited to, situations where individuals present are representing the city or if the individual’s attendance has been requested by the city. The individual seeking reimbursement will be responsible for using good judgment to ensure the expenses incurred are budgetarily sound and are compatible with the goodwill of the city.
(B) The Mayor will have the authority to approve meal expenses for a new employee as part of the new employee’s orientation and other discretionary employee meal functions as appropriate to recognize extraordinary work effort and as set out in the city budget.
(C) Receipts detailing the business purpose, date, location, amount and persons present must be submitted with the expense report as provided under the employee expense reports and reimbursement policy in § 36.101 or if a city credit card is used as provided under the use of a city credit card policy in § 36.102. This information will be written on the front or back of the receipt and on the expense report.
(D) In the event the receipt is for reimbursement of a meal, an itemized receipt will be submitted, and the gratuity will not exceed 20% of the cost.