(A) Business expenses may be charged to the city on a credit card issued to the employee in accordance with Use of City Credit Cards Policy in § 37.107 of this chapter or paid from the employee's private funds and reimbursed upon the submission of the documentation required under this policy.
(B) An employee requesting reimbursement for business-related expenses made on behalf of the city shall complete the Expense Report (HR Form Twelve). The employee shall submit expenses and supporting documentation in the following manner:
(1) Expenses shall be submitted on at least a calendar-month basis.
(2) Requests for reimbursement in expense reports shall be accompanied by an itemized receipt and all supporting documentation. The employee shall provide the business purpose, the date, location, amount, and the persons being covered by the purchase on the receipt or in the supporting documentation. Failure to provide a receipt and other applicable supporting documentation will result in denial of the reimbursement, unless the expense report is accompanied by an approved Missing Receipt Affidavit (HR Form Thirteen). Credit card statements will not be accepted as evidence of a receipt.
(3) All expense reports must be approved and signed by the employee's supervisor or department director with the responsibility of budgeting and reviewing business expense information for the employee's department. The City Clerk, or their designer, shall review all expense reports prior to reimbursement for the purpose of determining compliance with city policies. The City Commission expense reports shall be submitted to the City Clerk and approved by the City Commission, in accordance with the city budget.
(C) An employee who submits a fraudulent receipt or falsifies their expense report will lose reimbursement privileges, will be terminated, or other appropriate disciplinary action will be taken.
(D) The city may withhold reimbursement while it investigates or verifies expense report reimbursement requests.
(Ord. 5-11-2023-A, passed 6-8-2023)