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39 <br /> <br />Employees traveling overnight or outside the state must obtain prior approval by the department <br />director, City Administrator, or City Council, whichever is applicable. <br />Cash advances to defray expenses during authorized travel and conference attendance prior to the <br />submission of an expense voucher must be approved by the City Council and shall be in an amount <br />commensurate with expected needs. Requests for a travel advance should be made no later than <br />seven days prior to departure. Unused travel advances must be returned to the City within five days <br />after returning to work. <br />B. Transportation <br />Employees who use a personal vehicle for City business will be compensated for each business mile <br />driven at the IRS maximum rate for mileageStandard Mileage Rate. Business miles exclude <br />commuting miles. Commuting miles are the distance an employee typically travels from their <br />primary residence to their primary workplace and back. Commuting miles are not eligible for <br />mileage reimbursement.Transportation to and from work is not eligible for mileage <br />reimbursement. <br />Employees traveling outside the state will be reimbursed only for an economy class airline ticket. <br />Automobile travel may be authorized in lieu of commercial transportation, but the total cost, <br />including meals and lodging while traveling, shall not exceed the cost of a single round-trip economy <br />class airline ticket to the conference location. <br />The cost of a rental car may be reimbursable with prior approval of the City Administrator if <br />transportation is necessary to and from the conference or if there is a cost savings to the City. <br />Reasonable expenses for taxi and transfer service, hotel gratuity, parking, and other related travel <br />expenses will be reimbursed with a proper receipt. Employees are responsible for accurately <br />documenting mileage and travel expense claims. <br />C. Meals <br />Meals are reimbursable while attending conferences, seminars, training sessions, or meetings of <br />professional organizations, when a meal is not included in the registration fee for the event. Meals <br />are reimbursable for overnight or out-of-state travel, which are not included in the registration fee <br />for any event. Expenses for meals, including sales tax and gratuity, will be reimbursed according to <br />the maximum The maximum daily per diem for meals is $50.00, including gratuities. The per diem <br />guidelines for meals are as follows: $10.00 for breakfast, $15.00 for lunch, and $25.00 for dinner. <br />No reimbursement will be made for alcoholic beverages or products containing cannabis. <br />Submission of a receipt is required. Any reimbursement which exceeds the per diem maximums <br />defined must be approved by the City Administrator. The City will not reimburse for alcoholic <br />beverages. <br />D. Lodging <br />The City will only reimburse for a single hotel accommodation rate, which is conveniently located <br />near the conference. Lodging the night before the beginning of a conference is reimbursable. <br />Lodging for conferences within the seven-county Twin Cities metropolitan area will not be <br />reimbursed. Employees shall pay any additional costs for spouse and children. <br />81