(a) During the course of employment, employees may need to travel outside the City of Vermilion for such purposes as attendance at conferences, seminars, courses, training, conventions, etc. The following policy is a description of the types and manner of reimbursement to be made to employees for expenses incurred while traveling. If any part of the following is specifically addressed in any bargaining unit agreement, the bargaining unit agreement will take precedence. It is reminded that any training attended needs to follow the City's Purchase Order process (e.g. supervisory approvals needed before attending).
(b) All requests for reimbursement must be accompanied by detailed receipts.
(1) Mileage Reimbursement:
A. Mileage will be reimbursed at the current year's mileage rate as established by the Internal Revenue Service.
B. Mileage reimbursement will only be paid when an employee uses a personal vehicle in travel.
C. The employee will provide the travel location and number of miles traveled.
(2) Related Traveling Expenses:
A. Parking expenses will be reimbursed.
B. Highway toll fees will be reimbursed.
C. If a city-owned vehicle is used, reimbursement will be made for gasoline or other vehicle related purchases as needed while traveling.
D. A daily phone call of reasonable duration to check in with family or significant other will be reimbursed.
(3) Hotel/Housing Reimbursement:
A. Charges paid for housing, i.e. hotel, motel, inn, etc., will be reimbursed by the city with the exception of personal charges such as, but not limited to, personal phone calls (except as outlined in subsection (b)(2)D. hereof), in-room movies, laundry.
B. When using a City check to pay for hotel rooms within Ohio, please contact the Finance Office in advance for state and local excise tax exemption forms to be presented upon check-in.
(4) Meals:
A. All charges for meals while traveling will be reimbursed upon receipt of detailed receipts under the following maximum per meal schedule (these amounts may be updated by the Administration (Mayor) from time to time via an interoffice notice):
Breakfast - $ 8.00 per person Lunch - $12.00 per person Dinner - $25.00 per person |
B. Meals that are purchased in place of meals included in a conference registration fee will not be reimbursed. These charges are not to be construed as a per diem meal allowance, but rather a per meal allowance. Amounts may not be combined (i.e., a $20.00 "brunch" or a single meal during the day of $45.00)
C. The city will not reimburse any charges for alcoholic beverages, thus explaining the need for detailed meal receipts.
(5) Reimbursement Form:
A. All reimbursements claimed must be submitted to the Finance Office. All detailed receipts must accompany the reimbursement form.
B. An account number must be listed on the form.
C. The employee, department head and the Mayor or Public Service Director (or respective appointing authority) must sign the reimbursement form, specifically initialing any reimbursement exceptions.
(c) Frequent Flyer Miles.
(1) It is the recommendation of the Finance Director that the cost to implement a policy to control frequent flyer miles would exceed any benefit to the City from the accumulation of the miles.
(2) City employees rarely utilize airlines, have no consistent airline assigned, and any miles accumulated are in the name of the individual employee not the City.
(3) If, at any point in the future, it is found that employees fly consistently to the same destination, using the same airline and accumulate a significant amount (25,000 or more) of frequent flyer miles, then the Finance Director will establish a written policy and procedure for this action.
(Ord. 2010-74. Passed 12-6-10.)