(A) Authorization. Pursuant to Minnesota Statutes and this section, the elected and appointed officials and employees of the city are entitled to reimbursements and advances for expenses related to the specific business of the city and will be reimbursed or advanced the appropriate dollar amount in accordance with this section and the resolutions passed specifying the amounts allowed to be paid therein.
(B) Mileage. When required to use their own vehicles for attending meetings, conferences, seminars, judicial proceedings or in the course of normal city work they shall be reimbursed at a rate designated in a resolution of the City Council.
(C) Meals. When working or on city business and at the express (verbal/written by department head/Manager/Council) authorization of the city, they shall receive up to a maximum daily reimbursement or specified meal allowance as designated in a resolution of the City Council.
(D) Hotel and lodging. When on city business and at the express (verbal/written by department head/Manager/Council) authorization of the city, they shall be reimbursed for the actual cost of hotel/lodging based upon single occupancy room charges or as designated in a resolution of the City Council.
(E) Air travel, train, car rental and other transportation. When on city business and at the express (verbal/written by department head/Manager/Council) authorization of the city, they shall be reimbursed for coach/economy fares for airlines and other forms of transportation will be reimbursed and computed in a manner in the city’s best interests and the most reasonable method of transportation for cost shall be used.
(F) Telephone calls. Telephone calls made specifically for city business when city telephones are not available will be reimbursed based on actual charges incurred. City telephone credit cards will be used when practical and will only be used when the city telephone lines are not available. Personal telephone calls will not be reimbursed.
(G) Laundry and dry cleaning. Laundry and dry cleaning costs will only be reimbursed at the express authorization of the city, and if such a reimbursement is permitted, it will be as designated in a resolution of the City Council.
(H) Parking and toll charges. Parking and toll charges will be reimbursed for city business based on actual charges at the express authorization of the city.
(I) Other special expenses. Expenses not elsewhere authorized in this section that are incurred on or for city business at the express authorization of the city shall be reimbursed based on the actual charges and/or as designated in a resolution of the City Council.
(J) Advances. Upon the expressed (verbal/written by department head/Manager/Council) approval of the city for the conduct of its business: elected and appointed officials and employees of the city may request an advance based on a completed advance estimate of the anticipated total expenses to be incurred in the course of conducting city business. An advance cannot exceed the anticipated expense being incurred. Payment of advances according to normal city policy on payments.
(K) Reimbursements. All claims for expense reimbursement shall be submitted to the City Clerk’s office with the appropriate paid receipts for a particular item or if the claimant is not able to obtain a receipt must submit a statement certifying that the claim for that item is accurate. In the case of an advance, any amounts not advanced will be reimbursed according to this section and any other payments for an advance will be returned within 10 calendar days upon returning to the city with a claim submitted verifying the proper use of city funds. All other claims for reimbursement will be submitted within 35 days of returning to the city and will be paid as required by normal city policy for claims payment.
(L) Definitions and authorizations. Express authorization of the city means requiring the department head/supervisor/Manager and/or City Council approval by formal approval prior to incurring the expense for items in the current authorized budget and in concurrence with the City Manager. For expenses not authorized in the budget, the City Manager must approve and may require City council approval depending on the circumstances. Advances are dollar amounts issued prior to incurring the expense and are to be used to defray the costs related to the purpose of the advance and at no time are to be used for any other purpose. Reimbursement is the process of receiving payment for expenses incurred in the course of doing city business and are permitted under this section and Minnesota Statutes as items that can be repaid for justified city expenses. No provision of this section or resolutions designated by the City Council related to the topic of this section will superceded provisions of State of Minnesota-Bureau of Mediation Services approved bargaining unit agreements that contain provisions related to the topic of this section that are different. Approved bargaining unit agreements that specify reimbursement policies will be followed and this section will apply in the absence of reimbursement provisions.
(M) Penalty. Violations of the provisions of this section shall constitute a misdemeanor.
(Ord. 303, passed 2-11-2002) Penalty, see § 10.99