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<br />44 | Page <br /> <br />Travel Policy <br /> <br />Purpose and Scope <br />This Policy shall apply to all business trips by City employees, Mayor and Council, all <br />Commission and Authority members, traveling in an official capacity for City business, the cost <br />of which is borne in part or total by the City. It is the purpose of this policy statement to establish <br />adequate internal controls to satisfy Internal Revenue Service (IRS) regulations, state laws, and <br />to provide a framework to use as a guide to prescribe circumstances for which travel allowances <br />will be authorized and to provide procedures for reimbursement. Reimbursements can only be <br />claimed for accommodations and services utilized and when an expense is incurred. Travelers <br />are expected to utilize the same care when incurring official expenses that a prudent person <br />would utilize if traveling on personal business. The City will pay or reimburse travel costs. All <br />persons conducting official City business are expected to show good judgment in the nature and <br />amount of expenses incurred while conducting City business in accordance with this policy. <br /> <br />Travelers are encouraged to use their City assigned purchasing card for travel expenses other <br />than meals. A City assigned purchasing card may NOT be utilized to pay for meal expenses <br />requiring overnight travel but may be used for eligible meal expenses in the metro area. Per <br />diem allowances based on Federal rates should be used for meals associated with overnight <br />travel. <br /> <br />Responsibility and Travel Authorization: <br /> <br />City Employees <br />Travelers (employees and non-employees) are responsible to ensure that travel expenses are <br />for valid City business-related purposes; are in accordance with City policies and procedures; <br />and are a prudent use of public and City funds. Individuals traveling on City business are <br />expected to choose the least costly method of transportation that meets the traveler's <br />scheduling and business needs. <br /> <br />Travelers must substantiate and document all travel expenses in accordance with City policy <br />and applicable federal and state laws. In circumstances where the City (via PCard, <br />reimbursement, etc.) and a third party pay for the same travel expenses, the traveler must <br />ensure that the duplicate reimbursement is returned to the City within 60 days of completion of <br />travel. <br />Travel expenses must be approved by an authorized approver for reimbursement of travel <br />expenses. Approvers are responsible for validating that all expenses: comply with City policy; <br />are a prudent use of public and City funds; are appropriately documented; and are submitted <br />and accounted for in a timely manner. <br /> <br />Budget Approval Departments shall request a training and travel budget that is submitted to the <br />City Manager and included in the final budget that is adopted by the City Council. The City <br />Manager is responsible for including a training and travel budget for elected officials within the <br />final budget that is adopted by the City Council. <br />