10-27-25 - City Council Agenda - Laserfiche WebLink

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Page 45 A. Approvals Employees traveling overnight or outside the state must obtain prior approval by the department director, City Administrator, or City Council, whichever is applicable. B. Transportation Employees who use a personal vehicle for City business will be compensated for each business mile driven at the IRS Standard Mileage Rate. Business miles exclude commuting miles. Commuting miles are the distance an employee typically travels from their primary residence to their primary workplace and back. Commuting miles are not eligible for mileage reimbursement.. Employees traveling outside the state will be reimbursed only for an economy class airline ticket. Automobile travel may be authorized in lieu of commercial transportation, but the total cost, including meals and lodging while traveling, shall not exceed the cost of a single round-trip economy class airline ticket to the conference location. The cost of a rental car may be reimbursable with prior approval of the City Administrator if transportation is necessary to and from the conference or if there is a cost savings to the City. Reasonable expenses for taxi and transfer service, hotel gratuity, parking, and other related travel expenses will be reimbursed with a proper receipt. Employees are responsible for accurately documenting mileage and travel expense claims. C. Meals Meals are reimbursable while attending conferences, seminars, training sessions, or meetings of professional organizations, when a meal is not included in the registration fee for the event. Meals are reimbursable for overnight or out-of-state travel, which are not included in the registration fee for any event. Expenses for meals, including sales tax and gratuity, will be reimbursed according to the maximum $10.00 for breakfast, $15.00 for lunch, and $25.00 for dinner. No reimbursement will be made for alcoholic beverages. Submission of a receipt is required. Any reimbursement which exceeds the maximums defined must be approved by the City Administrator. D. Lodging The City will only reimburse for a single hotel accommodation rate, which is conveniently located near the conference. Lodging the night before the beginning of a conference is reimbursable. Lodging for conferences within the seven-county Twin Cities metropolitan area will not be reimbursed. Employees shall pay any additional costs for spouse and children. E. Expenses and Reports All travel expense vouchers must be submitted to the Finance Department within 30 days of the conference, seminar, or meeting. Expense receipts must accompany the voucher upon submission. Expenses not accompanied by a receipt will not be reimbursed. Page 106 of 166