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travel advance must be returned to the city with the payment request form completed within three • weeks of return. b. Payment Request Report. Upon return from travel to a specific event or function, the city official, employee or volunteer must complete a payment request form within three (3) weeks to receive reimbursement. c. Documentation. Every reasonable effort must be made to obtain receipts for all reimbursable expenses. Documentation shall be in the form of canceled checks, receipts, or other written confurnation. d. Personal Vehicle Use. Expenses incurred for use of personal vehicle for city business. (1) Reimbursement requests for routine recurring expenses such as mileage to and from inspections, meetings and appointments using a private vehicle must be submitted to the supervisor on the city's payment request form by the end of the calendar year. (2) Employees must submit proof of insurance on automobile liability on an annual basis and update whenever insurance policy is changed or amended. (3) Payment for mileage shall be based on a per mile basis at a rate • established by the city council unless otherwise agreed to by the city council. (4) In the event of ride-sharing, the appropriate percentage will be allowed. Mileage will be reimbursed at the current rate approved by the city council e. Actual Expenses. Travel reimbursements shall be made top officials, employees and volunteers for actual expenses. No reimbursement shall be made to the employee or official unless the city receives documentation of expenses. Documentation shall include invoices, bills, and letters confirming registration or reservations for the meeting, conference, transportation or lodging accommodations. f. Travel Arrangements. Whenever possible, employees should utilize the services of the city or "event" designated travel agent or agency to ensure the most economical transportation and lodging arrangements. g. Per Diem. 1. Per diem expenses shall be authorized only for travel to a destination in excess of 50 miles or requiring overnight travel. • 15 --CHGO2:40069922.v1 ~9/28/OS 11:33 AM