(A) Request for travel expense funds for official city business, special education or training, shall be submitted to the City Council for approval on an authorized form obtainable from the City Clerk’s office, except, due to an immediate need, the Mayor and not less than two members of the Finance Committee may approve such travel expense funds in lieu of Council action. Upon such approval, the City Clerk shall make payment.
(B) All expenses incurred for official city business, special education or training shall be reported in writing within five days upon return to duty, and submitted to the office of the City Clerk.
(C) In the event that the travel expense reported is greater than the amount advanced or authorized by Council action, a claim may be filed and submitted to the Council and, upon approval of the claim, authorized payment will be made.
(D) Airfare.
(1) Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs.
(2) Travelers shall book flights at least 30 days in advance.
(3) Only coach or economy tickets will be paid or reimbursed. The traveler will pay the difference between higher priced tickets and coach or economy tickets with his or her personal funds.
(E) Automobiles.
(1) Use of a personal vehicle for business must be approved prior to the use.
(2) Mileage reimbursement will be based on mileage from the work location to the off-site location of the official business, not from the employee's or officer's residence.
(3) When attending a training event or other off-site official business directly from an employee's or officer's residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace.
(4) If the distance is greater than the employee's or officer's normal commute to the workplace, reimbursement will be paid based on the differential of the commute less the mileage of a normal commute to the workplace.
(5) An employee or officer will be reimbursed at the prevailing IRS mileage rate.
(F) Automobile rentals.
(1) Travelers will be reimbursed for the cost of renting an automobile including gasoline expense only as limited in this section.
(2) Travelers using rental cars to conduct official business are required to purchase insurance through the rental agency.
(3) Compact or mid-sized cars are required for two or fewer employees or officers traveling together and a full-sized vehicle may be used for three or more travelers.
(4) The traveler must refuel the vehicle before returning it to the rental agency,
(G) Other transportation. The traveler should utilize hotel shuttle service or other shuttle services, if available. If none are offered, the use of the most economic transportation is encouraged.
(H) Accommodations.
(1) All accommodations must be approved by the city prior to travel.
(2) The traveler will be reimbursed for a standard single-room at locations convenient to the business activity.
(3) In the event of a change in plans or a cancellation, the traveler must cancel the hotel/motel reservation so as not to incur cancellation charges Cancellation charges will not be reimbursed by the city unless approved by a vote of the City Council.
(I) Meals.
(1) Prior approval by the city council and submission of receipts are required for per diem allowances.
(2) Meals provided by the conference or seminar should be deducted from the per diem allowance.
(J) Entertainment expenses. No employee or officer shall be reimbursed for any entertainment expense, unless ancillary to the purpose of the program, event, or other official business.
(K) All documents and information submitted under this section are public records subject to disclosure under the Freedom of Information Act.
(L) The city hereby adopts as its official standardized form for the submission of travel, meal, and lodging expenses the Travel, Meal, and Lodging Expense Report form attached hereto as Exhibit A and incorporated by reference as if fully set forth herein.
(1999 Code, § 13-1-15) (Ord. 02-19, passed 2-26-2019)