(A) Definitions. The following words, terms and phrases, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
ENTERTAINMENT. Includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.
PUBLIC BUSINESS. Expenses incurred in the performance of a public purpose which is required or useful for the benefit of the city to carry out the responsibilities of city business.
TRAVEL. Any expenditure directly incident to official travel by employees and officers of the city involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(B) Travel expense subject to reimbursement.
(1) An elected or appointed official of the city may be entitled to reimbursement for travel, including meals or lodging, related to official business including, without limitation, education conferences related to public business and site visits to other municipalities or potential vendors of the city. Elected or appointed officials should seek advance approval of anticipated travel expenses through the Commissioner of Accounts and Finances or the Mayor.
(2) Employees of the city may be entitled to reimbursement for travel, including meals or lodging, related to official business including, without limitation, education conferences related to city employment, and site visits to other municipalities, and travel identified in any applicable collective bargaining agreement. Employees should seek advance approval of anticipated travel expenses through their department head or relevant City Commissioner.
(C) Maximum allowable reimbursement for expenses. Unless otherwise approved in advance by the appropriate authorizing party, the maximum allowable reimbursement shall be those rates set by the Federal Travel Regulations maintained by the United States General Services Administration for mileage, travel per diem, meals, and incidental expense in effect at the time the expense was incurred.
(D) Expenses not ordinarily subject to reimbursement. Officials, officers, and employees are expected to show good judgment and common regard for economy. Any person seeking reimbursement should, to the extent reasonably possible, seek pre-approval of anticipated expenses. Absent pre-approval for good cause, reimbursement is not allowed for any of the following:
(1) Entertainment including, but not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.
(2) Alcoholic beverages.
(3) Lodging for travel to an all day event less than 70 miles away unless pre-approved.
(4) Expenses of family or friends.
(5) Expenses of a personal nature that could, with reasonable care, been avoided.
(6) Parking tickets, traffic citations or other penalties or violations of ordinance or statute.
(7) Expenses included at an event or otherwise reimbursed.
(8) Other non-public business related expenses.
(9) Expenses which when combined with prior expenses exceed the city's appropriation ordinance.
(E) Documentation of expenses. Expense reports should be promptly completed and turned in to the department head or City Clerk so that expenses may be considered by the City Council at their meeting following the date when expenses were incurred. Department heads may require employees to use department customized expense report forms. Absent the availability of a customized Department Expense report, a written expense report should be signed by the party seeking reimbursement and identify their title or position with the city. Expenses shall be grouped by day with the date identified and sufficiently described so that reviewing parties may understand the nature of the requested expense, where incurred and the amount. Expenses in an amount greater than $20 should normally be documented with a receipt. Vehicle use miles should be documented by an internet map report identifying travel miles. Any misrepresentation on an expense reimbursement request shall be grounds for disciplinary and/or legal action. Expense reimbursement requests are considered public documents and subject to production in any Freedom of Information Act.
(F) Approval of denial of expenses.
(1) Expense of an elected or appointed official of the city shall be reviewed by the Commissioner of Accounts and Finances or the Mayor and approved or denied by the City Council as part of the usual and customary bill paying procedures.
(2) Expenses of employee shall be reviewed by the department head or relevant City Commissioner and approved or denied by the City Council as part of the usual and customary bill paying procedures.
(Ord. 1623, passed 12-21-16)