The following general standards apply to reimbursements.
(A) Mileage. Mileage reimbursement will be based on the current rate set by the IRS in IRS Publication 463 “Travel, Entertainment, Gift, and Car Expenses” at the time the miles are driven.
(B) Receipts. The officer or employee must provide a receipt or other reasonable proof for each travel expense for which the officer or employee seeks reimbursement, unless the City Council determines that, for good cause, no receipt or other proof is necessary for a particular travel expense. If a travel expense includes a miscellaneous charge for the benefit of a person other than the officer or employee, such as, for example, the cost of a meal for a guest, then the officer or employee must identify the person for whom the miscellaneous charge was incurred.
(C) City Council approval. A travel expense for an approved activity for (1) any officer or employee that exceeds the maximum allowed under this subchapter, or (2) any member of the City Council, must be included in the city’s accounts payable report to the City Council and approved by a roll call vote at an open meeting.
(D) Emergencies. The City Council may approve reimbursements for travel expenses exceeding maximum limits or otherwise not in conformance with the standards of this subchapter in the case of an emergency or other extraordinary circumstance. That approval must be in writing, stating the nature or the emergency or other extraordinary circumstance.
(E) No reimbursement for entertainment. The city will not reimburse any travel expense incurred for entertainment.
(F) City credit card charges. Charges in payment of travel expenses made by an officer or employee on a city credit card are subject to the terms and standards of this subchapter.
(Ord. 1575, passed 1-17-17)