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40 Section 3.15 Travel Expenses An employee’s expenses incurred while conducting City business or attending approved conferences or training are paid by the City, subject to the City’s purchasing policy. Expenses incurred by a spouse or other person attending a conference with an employee must be paid by the employee. A. MEALS Reimbursement for meals while on travel is only for actual expenditures. The reimbursement rate within Minnesota will follow the IRS Guidelines. However, the amount may be adjusted for travel outside of Minnesota. Liquor is not an allowable expense. B. LODGING The actual cost for lodging is paid by the City. Room service, personal telephone calls and other extras must be paid for by the employee. A telephone call home of reasonable length will be paid if the employee’s schedule has changed, and the return time/date is different than originally planned. C. TRANSPORTATION 1. Airline The actual cost for coach class is paid by the City. Prizes, bonuses or free trips awarded by the airlines as a result of travel paid by the City, become the property of the City and may not be accepted for personal use. (MN Statutes §15.435.) This policy applies to all airline travel paid for by the City for City employees, including elected officials. 2. Automobile If an employee uses his or her own personal vehicle, he or she will be reimbursed for the amount allowed by the IRS Guidelines. However, staff cars are to be used in most instances. This amount will automatically be adjusted per IRS Guidelines and recognized by the City. D. REIMBURSEMENT Employees must complete an expense statement form and attach receipts for any allowable meals, lodging, transportation and/or parking expenses incurred. After obtaining Supervisor approval, submit the completed form to the Finance Department. All expenses must be supported by receipts.