161.29 TRAVEL POLICY.
(a) Travel outside of Franklin County shall require prior approval for reimbursement. A certificate of funds availability shall be required before any approval. If the estimated total expense is less than three hundred dollars ($300.00), single approval by the appointing authority is sufficient. For an estimated total expense in excess of three hundred dollars ($300.00), but less than one thousand dollars ($1,000), an additional approval of the Mayor as budget officer shall be required. Travel expenses estimated to be in excess of one thousand dollars ($1,000) shall require the approval of the appointing authority and the Board of Control.
(b) Reimbursement as provided for by Section 161.26 for travel by privately owned motor vehicle is authorized only if the owner is insured under a policy of liability insurance complying with the requirements of Ohio R.C. 4509.51.
(c) Reimbursement for rental car shall be approved in advance by the appointing authority, and shall only be authorized if a car rental is more economical than any other mode of transportation, or the out-of-state destination is not easily accessible by any other available mode of transportation.
(1) Per day rental of a motor vehicle shall be automatically adjusted annually to equal rates established by the Federal Government through the United States General Services Administration excluding the cost of mileage, gasoline, oil, parking and tolls. Damage waiver insurance is not reimbursable. The Auditor will report annually to City Council and all City departments the rates to be in effect.
(d) Reimbursement for miscellaneous transportation expenses shall be approved by the appointing authority. Reimbursement is authorized for parking charges, road tolls, and other reasonably incurred transportation expenses directly related to authorized travel. All such expenses shall be separately listed upon a travel expense report prepared and signed by the employee.
(e) Meal expenses will be paid at rates set by the Federal Government through the United States General Services Administration. The Auditor will report annually to the City Council and all City departments the rates to be in effect.
(1) The rate shall be a full day’s rate if the departure from home is prior to 8:00 a.m. If the departure is after 8:00 a.m., the rate shall be adjusted to exclude breakfast reimbursement.
(2) On the date of return, the reimbursement shall exclude the dinner rate if return time is prior to 6:00 p.m. If the time of return is after 6:00 p.m., the rate shall be the full amount.
(3) When the employee has a full day of travel, preceded and followed by an overnight stay, the per diem rate shall be the full amount.
(f) Reimbursement for lodging in commercial establishments is authorized for pre- approved overnight stays for an individual per calendar day at the rates set by the Federal Government through the United States General Services Administration. The Auditor will report annually to City Council and all City departments the rates to be in effect, plus an additional ten percent (10%) of the Federal Government maximum rate if needed and appropriate.
(g) Reimbursement is authorized for reasonable miscellaneous living expenses, including laundry, dry cleaning, a reasonable number of personal phone calls, postage and other expenses, provided that approval is granted before travel and that the length of stay is at least one week, including weekend, or longer.
(h) In all matters, the employee is responsible for obtaining and presenting adequate and appropriate receipts for any and all expenses. The employee shall prepare a summary of travel expenses for approval following travel, and shall attach all original receipts as evidence of such expense.
(i) For good cause shown, the Mayor may approve a higher rate of travel expense provided the request is fully justified in writing and submitted in advance. The Chairman of the City Council Finance Committee shall be provided a complete copy of any authorization to deviate from the travel guidelines, including all supporting documentation.
(Ord. 8-04. Passed 3-16-04.)