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To: Mounds View City Employees <br /> From: Charles Hansen, Finance Director <br /> Date: April 14, 2003 <br /> Subject: Purchasing Policy and Manual <br /> Attached is the purchasing policy that was approved by the City Council on March 25, <br /> 2002. All employees involved in purchasing are responsible for knowing the policy and <br /> should familiarize themselves with its provisions. <br /> In two instances the policy adopts reimbursement rates set annually by the IRS as City <br /> of Mounds View reimbursement rates. The purchasing manual will be updated annually <br /> as the IRS changes these rates. <br /> First of these is the standard mileage rate which for 2003 is 36.0 cents per mile. <br /> Second is the per diem rate for meals, which for 2003 is $50.00 per day. This must <br /> cover the meal, any taxes, and the tip. When traveling out of town for the full day, <br /> employees may spend the $50.00 on any combination of meals they wish. Section <br /> 4.1.A on page 6 of the policy provides that when traveling locally, or for less than a full <br /> day, the following breakdown must be followed: <br /> • Breakfast 25% $12.50 <br /> Lunch 30% $15.00 <br /> Dinner 45% $22.50 <br /> In all cases, for all types of expenses or reimbursements, employees should always <br /> strive to bring back receipts or other documentation of expenses. Reimbursement may <br /> be denied if employees fail to obtain documentation when it is available. <br /> • <br />