(A) Not including applicable taxes, Metra’s maximum allowable reimbursement amount for lodging is 200% of the established GSA per diem rates for destinations within the continental United States or 200% of either the GSA or the State Department established per diem rates for foreign countries.
(B) (1) Additionally, the Executive Director/Chief Executive Officer, and his or her designee, may approve reimbursable lodging expenses in “extraordinary circumstances”, as contemplated under the Act.
(2) Such circumstances exist if:
(a) The lowest cost lodging within a reasonable distance (five miles or less) is above the maximum allowable reimbursable amount;
(b) It can be reasonably demonstrated that time and transit costs, e.g., taxi fares, the total cost of staying at a hotel which exceeds the maximum allowable rate is lower than staying at a hotel which does not; or
(c) A conference or event is held at a specific locale and, because it would be necessary and advantageous to Metra, the employee should stay at the location the event is held.
(C) All approvals of extraordinary circumstances shall be reported to the Board. All approvals of extraordinary circumstances involving the travel of the Executive Director/Chief Executive Officer shall be approved by the Board Chairperson, or his or her designee, with a copy of such expense reported to the Board and the Chief Audit Officer.
(Ord. NIRC 17-03, passed 2-15-2017)