05/07/2012 Council Packet - Laserfiche WebLink

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A. Approvals and Advances Employee traveling overnight or outside the state must obtain prior approval by the department director, City Administrator, or City Council, whichever is applicable. Cash advances to defray expenses during authorized travel and conference attendance prior to the submission of an expense voucher must be approved by the City Council and shall be in an amount commensurate with expected needs. Requests for a travel advance should be made no later than seven days prior to departure. Unused travel advances must be returned to the City within five days after returning to work. B. Transportation Employees who use a personal vehicle for City business will be compensated for each mile driven at the IRS maximum rate for mileage. Transportation to and from work is 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 for overnight or out -of -state travel, which are not included in the registration fee for any event. The maximum daily per diem for meals is $50.00, including gratuities. The per diem guidelines for meals are as follows: $10.00 for breakfast, $15.00 for lunch, and $25.00 for dinner. Submission of a receipt is not required unless the per diem allowance is not adequate to cover the cost of a meal. Any reimbursement which exceeds the per diem must be approved by the City Administrator. The City will not reimburse for alcoholic beverages. 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 be not reimbursed. Employee 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. 30