(A) The following items are those items considered as reimbursable expenses, provided the guidelines as set out in each item are met and approved by the appointing authority.
(1) Mileage. An individual using his or her personal automobile, with the approval of the appointing authority for city business, shall be reimbursed the amount per mile allowed by the Internal Revenue Service for business mileage.
(2) Meals. Individuals forced to eat meals away from the city while on city business may be reimbursed for expenses judged reasonable by the appointing authority.
(3) Lodging. Individuals forced to stay away from home at a motel or hotel because of city business shall be reimbursed for such lodging. As a general rule, such lodging should be at the hotel or motel where the business or educational endeavor is taking place, if applicable. The anticipated place of lodging and expenses shall be submitted to the appointing authority for prior approval.
(4) Entertainment. There shall be no reimbursement for entertainment expenses.
(5) Telephone and Telegraph. One ten-minute call or short telegram to inform home of a safe arrival shall be reimbursed upon presentation of a proper receipt. Exceptions for longer or additional calls or telegrams in the case of home emergencies shall be at the discretion of the appointing authority.
(6) Taxi and Limousine Service. Expenses incurred for reasonable taxi or limousine services shall be at the discretion of the appointing authority.
(7) Fares. Fares for transportation to and from business or educational endeavors shall be reimbursable. The best mode of transportation as determined by the appointing authority shall be used.
(8) Auto rental. Rental of automobiles while away from the city on city business may be permitted and reimbursable with the prior approval of the appointing authority.
(9) Parking. Fees for parking while on city business shall be reimbursable.
(10) Gratuities. Gratuities of 15% shall be reimbursable with presentation of a proper receipt.
(B) Reimbursement or prepayment shall be at the discretion of the appointing authority. In all cases except mileage, ultimate reimbursement will only be made upon the presentation of proper receipts. Mileage reimbursements will be made based upon information given on the appropriate form indicating the date, the beginning and ending odometer readings and the area covered.
(`82 Code, § 244.04) (Ord. 82-76, passed 10-19-82)