When an employee of the city is authorized to travel on official city business, the city shall provide for mileage reimbursement and for related expenses, as follows.
(a) Mileage allowance. All employees of the city who are authorized to travel on official business with the written approval of their department head shall be compensated in an amount equal to the current amount permitted to be deducted by the Internal Revenue Service for such use. Such compensation will not be afforded an employee when he or she has available to him or her a city-owned vehicle.
(b) Daily travel allowance. An employee or elected official of the city who is authorized to travel on official business shall be reimbursed with a valid itemized receipt or have the city pay expenses directly for the following.
(1) Lodging. At an amount not to exceed the per diem allowance rates in effect per Internal Revenue Service Code or publications (currently #1542). The only exception to this limit is when the employee or official is staying at the same hotel or lodging facility where the conference or seminar is being held.
(2) Meals. At an amount not to exceed the per diem allowance rates in effect per Internal Revenue Service Code or publications (currently #1542). The federal standard meal allowance shall be allocated based on the following limits and the amount reimbursed for meals may include tips of 15% or less and sales tax, and will be included as part of the allowance:
A. Breakfast: 20%;
B. Lunch: 30%; and
C. Dinner: 50%.
(3) Incidentals. For expenses directly related to the conference or seminar. This includes cab fares and tips not to exceed 15% to cab drivers for transportation between a hotel and the conference and books or supplies for use at the conference or seminar.
(c) Lost wages. All elected officials of the city, excluding the Mayor, and all non-employee members of boards and commissions, shall be entitled to lost wages of up to $150 per day when required to travel overnight on official business, provided that such travel has been approved by the Council Finance Committee.
(d) Procedures for reimbursement. The Director of Finance is hereby authorized to establish procedures for reimbursement relating to this section.
(e) Personal benefits. No personal benefits such as frequent flyer miles, rewards, prizes and the like shall be procured by a city official/employee when traveling at the city’s expense.
(Ord. 2000-236, passed 9-5-2000; Ord. 2001-29, passed 2-5-2001; Ord. 2007-284, passed 12-3-2007; Ord. 2010-44, passed 2-16-2010; Ord. 2010-244, passed 11-1-2010)