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<br />46 | Page <br /> <br />• Elected officials appointed to serve on a National League of Cities Policy or Steering <br />Committee will be allowed to attend both the Congressional City Conference and the <br />Congress of Cities. <br />• When feasible, a city vehicle should be considered for in-state transportation needs. <br /> <br />Extending Business Travel with Personal Travel <br /> <br />When a Traveler combines personal and business travel, reimbursable expenses will cease to <br />accrue as of the expected return date and time. The City will reimburse the Traveler only for the <br />documented expenses that are directly related to the business portion of the trip. Excess travel <br />time and activities not required for the business trip purpose shall be at the Traveler’s own <br />expense. <br /> <br />Transportation <br />The most economical mode and class of transportation reasonably consistent with <br />scheduling needs and cargo space requirements must be used, using the most direct and <br />time-efficient route. Government and group rates must be used when available. <br /> <br /> Air Transportation <br />• The cost of airline tickets will be reimbursed or paid for when traveling on City business. It is <br />expected that city officials will travel by coach or economy class. <br />• Travel by air is limited to the lowest, non-refundable, coach/economy class fare available at <br />time of booking. Travelers may select their seat to another seat within coach/economy (exit <br />row, aisle seats or "extra leg room") on any flight, when no other coach/economy seats are <br />available, or it better meets the traveler's needs. <br />• When the total flight time, excluding layovers, from departure to arrival is 8 or more hours <br />(including connecting domestic legs), travelers may, with preapproval from their unit, <br />upgrade from coach to the next most economical class of travel over coach (business class <br />in most cases, first class in cases where business class is not offered). <br />• Travelers may not travel using a private plane or non-approved air charter unless the City <br />Risk Management Office grants an exception in advance of the travel. If the traveler does <br />not obtain an exception, the City will not reimburse the unapproved transportation expenses. <br />• Employees are prohibited from piloting personal or leased aircrafts while on City business <br />travel. If they choose to do so, the City will not consider the traveler to be acting in an official <br />capacity of the City nor will the City reimburse the traveler for any related expenses. <br />• It is recommended that no more than 20 City staff, or Regents fly on the same plane at the <br />same time. <br /> <br />Airport Parking / Baggage <br />• Long-term parking must be used for travel exceeding 24-hours. The maximum <br />reimbursement rate, regardless of where you park, is the long-term parking lot parking rate <br />at the airport they are flying out of. <br />• Parking at the destination hotel or business site is reimbursable and limited to the lowest <br />daily rate <br />• Baggage fees is reimbursable <br />• Valet parking is not reimbursable <br /> <br />