(A) The expenditure of public funds is hereby subject, pursuant to the State of Nebraska Local Government Miscellaneous Expenditure Act, to the following:
(1) Authorized expenses may include:
(a) Registration costs, tuition costs, fees or charges;
(b) Mileage at the then current rate allowed by Neb. RS 81-1176, or actual travel expense if travel is by commercial or charter means. In-state mileage shall be calculated by using the Official State Highway Map Mileage Chart, plus five miles per each day, or part thereof, that the person is engaged in city business. Out-of-state travel will be at actual odometer readings. When travel mode is optional, the lower of the reimbursable cost is authorized;
(c) 1. Meals for travel requiring an overnight trip, $30 per day (no receipts necessary), or pro-rata, based on the following:
a. Breakfast - $5;
b. Lunch - $10;
c. Dinner - $15.
2. Actual receipts may be substituted for per diem when the total meal expenses for the trip exceeds the per diem. Banquets, lunches and other meals included in the registration fee or prepaid with the conference will be deducted from the per diem rate;
(d) When required to travel away from home overnight, and traveling includes a partial day on the departure day or a partial day on the return day, departures must occur prior to 6:00 a.m. for breakfast per diem and return must be after 8:00 p.m. for supper per diem;
(e) Actual cost of meals (receipts required), not to exceed the applicable federal per diem rate for meals and incidentals (M&I), when not required to travel when away from home overnight; and
(f) Other transportation, lodging and miscellaneous expenses at actual cost upon the submission of proper vouchers/receipts.
(2) Authorized expenditures shall not include expenditures for meals of City Council members provided while attending a public meeting of the City Council unless such meeting is a joint meeting with one or more other governing bodies.
(3) Authorized expenditures shall not include expenditures for any expenses incurred by a spouse of an elected or appointed official, employee, or volunteer unless the spouse is also an elected or appointed official, employee, or volunteer of the city.
(B) The expenditure of public funds is hereby authorized, pursuant to the State of Nebraska Local Government Miscellaneous Expenditure Act, for the following purposes:
(1) Nonalcoholic beverages provided to individuals attending public meetings of the City Council.
(2) Nonalcoholic beverages and meals:
(a) Provided for any individuals while performing or immediately after performing relief, assistance, or support activities in emergency situations, including, but not limited to, tornado, severe storm, fire or accident;
(b) Provided for any volunteers during or immediately following their participation in any activity approved by the City Council, including but not limited to, mowing parks, picking up litter, removing graffiti or snow removal;
(c) Provided at one recognition dinner each year held for elected and appointed officials, employees, or volunteers. The maximum cost per person for such dinner shall not exceed $50. The annual recognition dinner may be held separately for employees of each department or separately for volunteers, or any of them in combination.
(3) Plaques, certificates of achievement, or items of value awarded to elected or appointed officials, employees, or volunteers, including persons serving on local government boards or commissions, are subject to a $300 limit on value. This amount shall not be amended or altered more than once in any 12-month period. This amount may be amended by resolution, only after a public hearing has been held.
(C) The following procedures shall be used for business travel:
(1) Transportation method. when travel is by air, advance ticketing will be utilized whenever possible to obtain the lowest available coach fare.
(2) Lodging.
(a) Reimbursement for non-commercial lodging is not permitted.
(b) When city personnel are accompanied by non-city personnel, only the costs attributed to the city personnel are reimbursable.
(3) Expenses.
(a) The following expenses are reimbursable upon submission of paid receipts: parking fees; taxi fares; shuttle fares; bus fares; highway tolls; registration fees; lodging; tuition fees; supplies or equipment required for travel or training; rental cars; fees for official functions related to travel and traveler's checks fees.
(b) The following expenses are not reimbursable: entertainment, including television rentals; personal expenses, such as, hygiene items, laundry, magazines; travel insurance and alcoholic beverages.
(4) Travel advances. Employees shall receive approval by the City Manager for any trip, and any travel advance, before departing and before incurring any expenses (including prepaid transportation, lodging expenses, and registration fees). Travel advances will only be authorized when employees are required to travel away from home overnight. All travel expenses require the approval of the department head and City Manager.
(5) Expense claims.
(a) Personnel on authorized travel must submit expense claims to the Finance Administrative Assistant Department immediately upon return, but not later than ten working days after return to duty.
(b) All receipts, unexpended city funds, and funds due the city, shall be returned at that time.
(c) All expenses (including prepaid expenses) shall be summarized and accounted for on a "Report of Expense" form.
(Ord. 2008-2814, passed 11-3-2008; Ord. 2022-3034, passed 2-21-2022)