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<br />Item No: 11 <br />Meeting Date: April 7, 2003 <br />Type of Business: Worksession <br />City of Mounds View Staff Report <br />To: Honorable Mayor and City Council <br />From: James Ericson, Acting City Administrator <br />Item Title/Subject: Discuss the Travel Section of the Purchasing Policy. <br /> <br />Introduction: <br /> <br />This item is on your agenda at the request of the Council. <br /> <br />Discussion: <br /> <br />Here is what the City’s Personnel manual says about travel expenses and <br />reimbursements: <br /> <br />POLICY: TRAVEL EXPENSES SECTION: 1.50 <br /> <br />An employee’s expenses incurred while conducting City business or attending approved <br />conferences or training are paid by the City, subject to the City’s purchasing policy. Expenses <br />incurred by a spouse or other person attending a conference with an employee must be paid by <br />the employee. <br /> <br />A. MEALS <br />Reimbursement for meals while on travel is only for actual expenditures. The <br />reimbursement rate within Minnesota will follow the IRS Guidelines. However, the <br />amount may be adjusted for travel outside of Minnesota. Liquor is not an allowable <br />expense. <br /> <br />B. LODGING <br />The actual cost for lodging is paid by the City. Room service, personal telephone calls <br />and other extras must be paid for by the employee. A telephone call home of reasonable <br />length will be paid if the employee’s schedule has changed, and the return time/date is <br />different than originally planned. <br /> <br />C. TRANSPORTATION <br />1. Airline <br /> <br />The actual cost for coach class is paid by the City. Prizes, bonuses or free trips awarded <br />by the airlines as a result of travel paid by the City, become the property of the City and <br />may not be accepted for personal use. <br /> <br />Airline Travel Credits: Minnesota Statutes §15.435 <br />Whenever City funds are used to pay for airline travel by an elected official or <br />employee, the employee for whom the ticket is purchased is responsible for <br />ensuring airline travel credits (i.e., frequent flyer miles) or benefits resulting from <br />the travel are transferred to the City. <br /> <br />This policy applies to all airline travel paid for by the City for City employees. <br />