Reimbursement is authorized for conference registration fees and conference expenses as follows:
(a) Registration Fees. Conference registration fees may be paid directly by the City in advance of the conference. If the registration fee includes any meals, the traveler shall not be reimbursed for those same meals as provided under Section 181.02
(a) and (b).
(b) Conference Meals. Meals that are not included in the registration fee but are an integral part of the conference may be reimbursed at actual cost provided the cost was approved on the travel request. Meals are considered an integral part of the conference when the meals are provided as an organized group activity for all conference participants.
(c) Conference Lodging. Lodging at the conference site may be authorized at actual cost, providing the cost was shown on the travel request. Reimbursement for lodging includes taxes, if the hotel will not accept the City’s tax-exempt registration number. Employees should request that the tax be waived, if possible.
(d) Required Receipts for Conference Expenses. Detailed itemized receipts are required for conference registration fees, conference meals not included in a registration fee and conference lodging.
(e) Mileage Reimbursement. Mileage reimbursement to and from the conference to work is authorized. If the employee goes to a conference directly from his/her residence, mileage reimbursement is authorized only for the mileage that exceeds the distance required to commute from the residence to work. For example, if an employee who lives six miles from work drives ten miles to a conference, the employee will be reimbursed for four miles. If the mileage to or from a conference is less than the mileage to or from work, there will be no reimbursement.
(Ord. 2001-178. Passed 12-20-01.)