05-12-26 City Council Workshop Packet

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47 | Page Accrual and Use of Frequent Flyer Miles • In accordance with Minnesota State Statute, 15.435, frequent flyer miles or any other benefit issued by an airline must accrue to the benefit of the City whenever City funds are used to pay for airline travel, regardless of the origination of those funds (e.g., from state or federal grants, contracts, or appropriations, or private donors.) City employees may not use these miles for their personal travel. • City employees, rather than departments, are responsible for tracking miles earned with City funds, and providing records of such tracking upon request. When they have accumulated enough frequent flyer miles to earn free travel, employees must use the miles for City travel. Automobile Automobile mileage will be reimbursed at Internal Revenue Service rates presently in effect (see www.irs.gov ) *These rates are designed to compensate the driver for gasoline, insurance, maintenance and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are reimbursable. Damage to a traveler's personal auto is the responsibility of that individual or his/her insurance company. • City Vehicle: When traveling in a City vehicle, the Traveler should use a City assigned purchasing card for fuel expenses or one’s own credit card if a City purchasing card is not available. Due to potential liability considerations, transportation of family members not on official City business is prohibited in City vehicles. • Personal Vehicle: When personal vehicles are used as a mode of transportation for travel within the five-state region (Minnesota, North Dakota, South Dakota, Wisconsin, and Iowa), reimbursement will be made at the mileage or allowance rate in effect at the date of travel. Payment of mileage will be based on the most direct route from the point of departure to the point of destination. Please refer to the City’s Mileage Policy. The City is not responsible for damage to one’s personal vehicles while on official business, as the Traveler’s vehicle is not covered by the City’s insurance coverage. The Traveler must maintain appropriate insurance when using personal vehicle for business travel. • Car Rental: The traveler must have approval for a rental car, as described above, in order to be reimbursed for rental car parking. Rental rates that are equal or less than those available through the State shall be considered the most economical and reasonable for purposes of reimbursement under this policy. o No personal use of car rental is allowed to be claimed. o The City’s automobile insurance coverage applies to rental vehicles. Under normal circumstances, should a rental car be damaged while being used for business purposes, the City will defend and indemnify the Traveler against any claims made by the rental company for damage to the rental car. o Minnesota law requires one’s personal insurance company to provide coverage when the rental car is being used for personal activities in most instances. o Car rental insurance will not be reimbursed by the City. If car rental insurance is purchased, it would be at the Employee’s personal expense. o Fuel for a car is reimbursable, however, fuel pre-payment is not allowed and will not be reimbursed. • Taxis/Shuttles. The cost of taxis, shuttles or rideshares (Uber, Lyft, Micro mobility, etc.) fares may be reimbursed.