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38 <br />Manager. It shall be the employee's responsibility to see that the following items are kept <br />current at all times: <br /> <br />1. Correct home address and telephone number. <br /> <br />2. Person to contact in case of emergency. <br /> <br />3. Legal change in name. <br /> <br />B. Personnel records, including examinations, service rating reports, individual personal records <br />and histories, shall be open for inspection and review by the employee concerned, their <br />authorized representative, and City personnel authorized access to employment records during <br />office hours in accordance with such procedures as the City Administrator may prescribe. <br /> <br />C. Materials in an employee's personnel file are released to others in accordance with the <br />provisions of the Minnesota Government Data Practices Act, other applicable State and Federal <br />laws, and applicable court decisions. <br /> <br />Travel Allowance <br /> <br />A. If employees are obliged to travel in performance of their duties as a City employee, they will <br />receive reimbursement of actual expenses for conference fees, transportation costs, lodging, and <br />miscellaneous expenses such as phone calls, meals, and hotel gratuities up to the maximum set <br />at the IRS per-diem rate for the continental United States (CONUS). Expenses must be <br />supported with receipts. Reimbursement for travel expenses will be allowed at coach rates for <br />air travel. <br /> <br />B. Employees who find it necessary to use their private automobiles for City travel and who do not <br />receive a car allowance, will be reimbursed at the current IRS rate. <br /> <br />C. Out-of-state training or conferences must be approved by the City Council in order to qualify <br />for reimbursement of reasonable expenses. <br /> <br />D. Application of this policy will be made for the Mayor and Council Members who incur <br />these types of expenses in performance of their duties as Mayor and Council Member. <br /> <br />Use of Staff Vehicles <br /> <br />A. Certain employees, because of the nature of their job, are provided with City vehicles to be <br />treated in a different manner than other vehicles. Normal use of twenty-four (24) hour City <br />vehicles will be of an official business nature only. City vehicles shall not be used for personal <br />reasons, except for stopping for lunch mid-day when it is not practical to get the employee's <br />personal vehicle. <br /> <br />B. No city vehicle will be taken over two hundred (200) miles from Little Canada without written <br />authorization of the City Administrator. <br />