Agenda Packets - 2020/03/09 - Laserfiche WebLink

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5 either at the time of order or the time of receipt for the service or product purchased. All provisions of the purchasing policy apply to credit card purchases. 3.5 PETTY CASH The petty cash fund is used for the purchase of small items needed at once. The City Administrator shall authorize the number and location of petty cash funds and the amount of cash deposited in each. To be reimbursed, an employee must fill out a petty cash slip with their name, description of the purchase, account to be expensed, and amount of reimbursement. A receipt, invoice, or other documentation must accompany the slip. The Department Head or their deputy must sign the petty cash slip. 3.6 CHARGE ACCOUNTS In certain cases, it will be advantageous to open charge accounts with local businesses and vendors which allow employees to purchase needed goods and services with periodic (usually monthly) billing to the city. Employees must sign sales slips or other vendor documentation at the time of sale and submit any documentation received to their supervisor. The creation of any new charge accounts will be approved by the Finance Director. MISCELLANEOUS 4.1 TRAVEL, CONFERENCES, SCHOOLS, & TRAINING The City will reimburse elected officials and employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All out of state business travel must be approved in advance by the City Council. The Department Head must approve all in state business travel in advance. When approved, the cost of airfare, lodging, and registration may be paid by check or credit card to the vendor in advance of the travel date. The travel policy is stated in section 1.50 in the Personnel Manual as follows: POLICY: TRAVEL EXPENSES A. Meals B. Lodging C. Transportation 1. Airline 2. Automobile D. Reimbursement An elected official’s or employee’s approved expenses incurred while conducting City business or attending approved conferences or training are paid by the City. Expenses incurred by a spouse or other person attending a conference with an elected official or employee must be paid by the elected official or employee.