It is expected in each instance that an employee or elected official will only incur expenses that a reasonable and prudent person would incur if traveling on personal business. It is also expected that before an employee or elected official incurs expenses due consideration be given to such factors as suitability, convenience, and the nature of the business involved. The following costs are allowable where in conformity with Charter requirements, when employees and elected officials travel on official City business:
(a) Transportation Expenses.
1. Except in the case of official necessity, air travel expenses are allowable only for the lowest regular fare available for regularly scheduled airlines for the date and time selected. Claims for reimbursement of higher fare or extra charges for transportation by scheduled airlines are allowable only if certified by the Department head that he or she has reviewed and concurs with the facts constituting the official necessity.
2. In the case of travel by modes of transportation other than regularly scheduled airlines, transportation costs shall be the regular fare for the mode of transportation chosen. In the instance of the use of private automobile, mileage shall be in accordance with mileage provisions of Division 4, Chapter 5, Article 2 of the Administrative Code. In all instances where a mode of transportation other than regularly scheduled airlines is chosen, the Department head shall authorize such alternate mode of transportation in advance and the allowable cost shall be the actual cost of the alternate mode of transportation or the cost allowable under Subsection (a)1, whichever is less.
(b) Meals and Lodging. In the selection of restaurants and hotel rooms, it is expected that individuals will seek moderately priced establishments of acceptable quality.
1. An employee or elected official must consider transportation costs, time and other relevant factors in selecting the most economical and practical accommodations. This section is not intended to preclude an employee or elected official from staying in a hotel where the meeting or convention to be attended is held.
2. Expenses incurred by an employee or elected official for food and beverage served at meals, scheduled receptions or other functions necessary for the conduct of City business are allowable to a maximum of three meals a day. In order for such expenses to be allowable for persons other than the employee or elected official, the Department head must certify that such expenditures were for a public purpose and necessary for the conduct of City business. All employees and elected officials of the City must specify the name(s) and organization(s) of the person(s) hosted and the nature of the City business discussed.
(c) Ground Transportation. The least expensive and most practical form of public transportation shall be used, taking into consideration such factors as time, availability, and personal safety or health.
(d) Automobile Rental. Such expenses are allowable if traveling by car is less expensive or more appropriate for the efficient conduct of City business than by taxi or bus.
(e) Laundry Service. Such expenses are allowable if the duration of the trip, traveling conditions, or some other special circumstances dictate.
(f) City Business Telephone Calls.
(g) Personal Telephone Calls. Such expenses are allowable as follows:
One call to the employee’s or elected official’s immediate family in the locale of the residence of the employee or elected official, if travel is in excess of three (3) days, and one such call for each successive three (3) days thereafter.
(h) Gratuities. Such expenses, not exceeding 15%, are allowable where reasonable and customary.
(i) Registration, Seminar or Meeting Fees Where Required.
(j) Other Expenses. Expenses not specifically set forth in other subsections of this section that are incurred by an employee or an elected official are allowable where deemed necessary in the conduct of City business; provided that such expenses have been reviewed and certified by the Department head as reasonable and proper and incurred in pursuit of City business. Wherever the type of expenditure is not specifically listed in this section, the employee or elected official should be prepared to absorb the cost as a personal expenditure in the event that such expense is not certified by the Department head.
SECTION HISTORY
Art. 4, Ch. 5, Div. 4, repealed and re-enacted by Ord No. 150,608, Eff. 4-6-78.