(a) Authority for Travel.
(1) In City. All travel within the City must be necessary for carrying out normal City functions.
(2) Out of City. All travel outside of the City requires the prior approval of the department head.
(3) Travel to seminars, workshops and conferences. Travel to seminars, workshops and conferences require the prior approval of the department head.
(b) Reimbursement for Travel.
(1) Except as provided in the next paragraph, travel will be reimbursed using the travel expense report. The report must be signed by the employee and approved by the department head.
(2) Reimbursement for mileage and associated parking fees can be submitted using the request for mileage reimbursement. The report must be signed by the employee and approved by the department head.
(c) Transportation Expenses.
(1) Travel by City-owned vehicle. Travel by a City-owned vehicle is encouraged for all trips. Reimbursement is authorized for incurred expenses necessary to the efficient and safe operation of the vehicle. This includes reimbursement for gasoline and oil, if a City credit card is not available.
(2) Travel by privately owned vehicle. Travel by a privately owned vehicle is authorized only if the owner is insured under the policy of liability insurance that provides for a minimum of $12,500 because of injury to or death of one person, $25,000 because of injury to or death of two or more persons, and $7,500 because of injury to property of others in any one accident. Reimbursement is authorized at the rate allowed by the Internal Revenue Service for tax purposes. No reimbursement shall be allowed for mileage commuting to and from the place of residence to work. No reimbursement shall be allowed for travel between the offices and facilities physically located within the limits of the City.
Individuals receiving a mileage allowance shall only be reimbursed for mileage involving approved travel out of the City except inspectors who may use their personal vehicles for City inspections within the City limits.
(3) Travel by common carrier. Travel by common carrier is authorized at the lowest available regular rate. Employees are encouraged to take advantage of super saver fares for air travel. If a super saver is only available if travel is started one day early, or requires the stay of one extra day, travel for the additional day is authorized provided that the savings in fare offsets the lodging cost of the extra day.
(4) Car rental. Reimbursement is authorized for car rental only if car rental is more economical than any other mode of transportation or if the employee’s destination is not easily accessible by any other available mode of transportation. Advance approval for car rental is required.
(5) Miscellaneous transportation expenses. Reimbursement is authorized for parking charges, road tolls, and other reasonably incurred transportation expenses directly related to authorized travel. These expenses shall be listed separately on the travel expense report.
(6) Required receipts for transportation expenses. Detailed itemized receipts are required for all service expenses incurred in connection with the operation of City-owned vehicles; all common carrier expenses; and all miscellaneous transportation expenses exceeding ten dollars ($10.00). An exception to the receipt requirement shall be allowed where a receipt is normally not available, such as a toll road, metropolitan bus, taxicab, ferry and subway.
(Ord. 2005-89. Passed 6-21-05.)