(a) Lodging expenses incurred while traveling on official City business shall be reimbursed at a single room rate including that and other fees, subject to approval of the appropriate authority directed by Section 135.02.
(b) An allowance shall be made for meals and incidentals in any amount which shall be up to the maximum of the meal allowance based on federal meal and incidental expense per diem rates for the continental United States as published by the General Services Administration for each full day of travel. Exception to the above allowance is to be made for breakfasts, lunches, dinners and other meals which are in connection with official meetings, seminars or conventions, as these are included in the agenda program as indicated on the registration schedule, which shall be paid in full. When an agenda program is not included on the registration, a copy of the agenda must be submitted upon return from the meeting, seminary or convention.
(c) Tipping will be permitted as a reimbursement for meals only, limited to the maximum of fifteen percent (15%) and shall be included as part of the per day maximum allowance listed in subsection (b) above. Any other tipping shall not be a reimbursable expense. Alcoholic beverages shall not be a reimbursable expense.
(d) To receive reimbursement for meals, a detailed receipt shall be submitted for each meal. Officials and employees shall be responsible for obtaining the proper receipt, prior to leaving the establishment. Receipts for all expense claims must be submitted within twenty-one days after such expenses are incurred in order to receive reimbursement for such expenses, unless there are extenuating circumstances involved.
(Ord. 2006-20. Passed 4-10-06.)
(e) To be eligible for reimbursement, all travel and other expenses must be approved in advance by the appropriate authority directed by Section 135.02. The proper authority, as directed by Section 135.02, shall have the authority, upon submission of an estimate to permit an advance of the moneys to cover anticipated costs. When expense are submitted to the City Auditor, as provided in subsection (d) hereof, final adjustments shall be made. Additional expenses shall be reimbursed by the City at the rates provided in this section. Any excess advance shall be refunded to the City by the employee or official.
(f) Reimbursement may be made to any City official for entertainment of any guest of the City as approved in advance by the Mayor.
(g) The City Auditor is hereby authorized and directed to reimburse employees or officials for travel expenses and other expenses in accordance with subsections (a) through (f) hereof. (Ord. 2024-26. Passed 5-28-24.)