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7 <br />employee, the elected official or employee for whom the ticket is purchased is <br />responsible for ensuring airline travel credits (i.e., frequent flyer miles) or benefits <br />resulting from the travel are transferred to the City. <br /> <br />This policy applies to all airline travel paid for by the City for City elected officials or <br />employees. <br /> <br />2. Automobile <br />If an elected official or employee uses his or her own personal vehicle, he or she will be <br />reimbursed for the amount allowed by the IRS permitted basic mileage rate. However, staff <br />cars are to be used in most instances. This amount will automatically be adjusted per the IRS. <br />Actual costs for parking fees will be reimbursed. Parking receipts are required. The <br />appropriate forms must be completed and approved by the Department Head or Deputy. See <br />Vehicle Use Section 1.55 for automobile usage. <br /> <br />D. REIMBURSEMENT <br />Elected officials or employees must complete an expense statement form and attach receipts <br />for any allowable meals, lodging, transportation, and/or parking expenses incurred. After <br />obtaining Supervisor approval, submit the completed form to the Finance Department. All <br />expenses must be supported by receipts. <br /> <br />4.2 MEETING EXPENSES <br />Expenses for business meetings that incorporate a meal into other training, business, or official <br />activities shall not be limited by the “per meal” costs defined in section 4.1.A in recognition <br />that some of the cost will be for non-meal elements of the event. <br /> <br />4.3 MEMBERSHIPS <br />Memberships in professional organizations shall be listed in the proposed budget and be <br />reviewed during the budget process. Memberships not listed in the budget will need to be <br />approved by the City Administrator prior to payment.