(A) Travel-related expenses.
(1) Authorization required. The employee must complete a travel authorization form, and all anticipated expenses must have prior written authorization by the appropriate elected or appointed official or department director or his or her designee. Also included with the authorization form shall be a copy of the registration form or other written material regarding the travel prior to the anticipated travel. The city reserves the right to withhold reimbursement for travel-related expenses incurred without prior authorization.
(2) Expenses which may be reimbursed. The following expenses shall be reimbursed to the employee who complies with the procedure set forth in this policy:
(a) Air, rail or bus tickets at the lowest possible fare available;
(b) Rental car, bus, taxi and airport limousine expenses, if such ground transportation is reasonable and necessary for the purpose of the trip;
(c) Normal travel gratuities;
(d) Use of privately-owned vehicles at the mileage rate established by the federally allowed rate at the time of incurrence;
(e) Necessary parking and storage fees;
(f) Lodging at actual cost of the room. An employee should request a single room where available;
(g) Meal expense at actual cost of meal. An itemized receipt must accompany the city claim voucher before any reimbursement will be permitted for same. Meal allowance shall be limited to $50 per day;
(h) All other expenses necessarily incurred directly related to the purpose of travel, such as taxi fare, tolls, parking, registration, business phone calls and the like, at actual cost; and
(i) Telephone calls:
1. Business-related telephone calls will be reimbursed; and
2. One five-minute personal call home per day will be reimbursed.
(3) Expenses not reimbursed. Expenses which shall not be reimbursed are as follows:
(a) Personal entertainment;
(b) Fines for parking, speeding and the like;
(c) Alcoholic beverages;
(d) Travel related to personal entertainment;
(e) Groceries; and
(f) Items disallowed as stated under previous headings.
(4) Extended stay. If an employee elects to stay longer than was previously approved and such extension is not business related, the employee will be required to pay all additional expenses arising from the extended stay.
(5) City-owned vehicles. Employees operating a city-owned vehicle shall fuel such vehicle at the city-owned gas pump before leaving the city for any out-of-city business. If out-of-city and fuel is needed, purchase on the road shall be permitted. Every effort shall be made to fill up the vehicle at the city-owned pump whenever possible.
(B) Reimbursement procedures.
(1) Travel authorization. A travel authorization form, which must include an estimated cost, must be completed and approved by the appropriate elected or appointed official, or department director, or his or her designee. The city reserves the right to withhold reimbursement for travel-related expenses incurred without prior authorization. Expenses for department directors shall be approved by the Mayor or the Mayor’s designee.
(2) Required documentation. Upon return, the employee must complete any mileage forms to be reimbursed for such, as well as submit all itemized receipts for any eligible reimbursable expenses. The aforementioned material shall be immediately submitted to the department director. These items shall be submitted to the Clerk-Treasurer together with the following items:
(a) A completed and signed city claim form identifying the person to receive payment;
(b) A purchase order completed by the department director or appropriate person or persons;
(c) Original credit card receipts and cash receipts certifying all purchases or expenses (original credit card receipts must be accompanied by another receipt for the same purchase). The city reserves the right to withhold reimbursement for expenses for which the employee does not have appropriate receipts; and
(d) If an employee has stayed overnight and wishes reimbursement for such lodging, he or she must have an itemized list of room charges for such room, which must also show a zero balance when checking out of room.
(Ord. 2004-1527, passed 8-16-2004)