05-12-26 City Council Workshop Packet

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50 | Page Other Expenses • Conference, seminar or convention registration fees may be pre-paid once approval is received from the Department Head. • Other expenses such as fees for social events, activities and tour opportunities during the conference are reviewed on a case-by-case basis. The Department Head will determine if reimbursement is warranted. • In unique instances involving lost luggage, Traveler may need to purchase clothing and toiletries for the duration of their travel. The Department Head will review and determine if additional costs are reimbursable. International Travel For domestic travel purposes, the IRS definition of the United States includes the 50 states and the District of Columbia. The purpose of travel outside the United States for City business must be unquestionably professional in content and should only be considered if a similar meeting, conference, or training of similar quality cannot be found within the continental limits of the United States. The per diem rates when traveling abroad are determined by the US Department of State and can be found at https://aoprals.state.gov/web920/per_diem.asp. For foreign travel, all reimbursable expenses that were not paid using a credit card or US currency must be converted to US currency before listing them on the travel expense claim. City Reimbursement of Travel Costs that do not Require Overnight Travel Travel plans involving expenses that do not require overnight travel accommodations will be reimbursed based on actual cost substantiated by appropriate receipts. This includes training or meetings within the metro area. Non-Reimbursable Expenses Examples of non-reimbursable personal expenses include, but are not limited to: 1. The personal portion of any trip; 2. Political fundraising or charitable contributions or events; 3. Family expenses, including partner’s expenses when accompanying a city official on City related business, as well as children- or pet-related expenses; 4. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events, travel gym, massage and/or golf related expenses, other cultural events or personal reading material; 5. Alcohol/personal bar expenses; 6. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline; and 7. Personal losses incurred while on City business, such as clothing and personal effects.