06/22/1998 Council Packet - Laserfiche WebLink

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Expense Report page -2- B. TRANSPORTATION Employees traveling by automobile for city business shall use a city vehicle when available. When a city vehicle is not available, the city shall reimburse on a cent per mile basis for use of private automobiles. The cent per mile figure shall be the annual IRS allowance for private vehicle use. Transportation to and from home and work is not considered an allowable expense. For out -of -state travel, employees shall be reimbursed for the actual cost of round trip coach -class airfare or other form of common carrier. Employees choosing to use personal vehicles for long distance travel will be reimbursed at the current cent per mile formula or the cost of round trip coach airfare, which ever is less. Local transportation including mileage or taxi fares to and from the airport (common carrier terminal) and related short term parking fees will be reimbursed. C. MEALS Reimbursement for meals while on approved travel will be for actual costs incurred with a maximum allowance of $50.00 per day including gratuities. Suggested guidelines for meals are as follows: $ 10.00 Breakfast $ 15.00 Lunch $ 25.00 Dinner No reimbursement shall be made for meals which are provided for by the conference, seminar or meeting. The city will not reimburse for alcoholic beverages. D. LODGING Accommodations shall be the recommended conference hotel or similarly priced facility which is convenient to the location of the conference. Lodging for the night before the beginning of a conference may be claimed. Lodging for conferences within the seven county twin city metropolitan area will be not reimbursed. E. EXPENSES AND REPORTS All travel expense vouchers must be submitted to the finance department within 30 days of the end of the conference or meeting. Receipts for all expense items, including meals, mileage vouchers and parking receipts, must accompany the voucher upon submission. Items not accompanied by a receipt will not be reimbursed. Report forms are available at the front desk, or from the Administration Department Secretary.