CC PACKET 02272018 - Laserfiche WebLink

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APPENDIX B: FEDERAL TRAVEL POLICY The following are Federal travel policies for all City employees as referenced in the employee handbook. AUTHORIZATION All travel must be included in the approved budget or by budget amendment. All travel must be approved prior to any travel commitments being made or before travel expenses are incurred. Each department manager will have the responsibility of approving any work related trips taken by employees in their department. The City Manager will approve all department manager’s travel. This includes approving the actual trip and approval of all reimbursements. TRAVEL ARRANGEMENTS Employees must travel using the most cost resourceful mode of transportation available. All travel should utilize the most efficient travel route at the lowest fare available. The department of the employee will make all arrangements for travel out of state whenever practical. If travel is pre‐ approved, an employee may make their own travel arrangements, though receipts must be submitted in order to receive reimbursement. Travel on behalf of the City of St. Anthony in a personal vehicle will be reimbursed at the current mileage reimbursement rate as determined by the Internal Revenue Service. Usage of City vehicles is encouraged when possible. Employees will be reimbursed for the cost of parking their vehicle when necessary with a valid receipt. The responsible department will make all arrangements for overnight lodging whenever possible. The Pcard for The City of St. Anthony is the preferred method of payment. When making their own arrangements, employees will provide information showing the lodging rates available. Distance from employee lodgings will be considered in order to minimize transportation costs. Employees will retain payment receipts to submit to their department supervisor for reimbursement. MEALS AND INCIDENTALS Meals and incidentals will be reimbursed using the current U.S. General Services Administration (GSA) per diem rate for destination city. Complimentary meals provided to employees are excluded from per diem reimbursement. The first and final days of travel meals and other expenses for trips lasting multiple days will be reimbursed at 75% of the GSA meals and incidentals per diem rate. Current rates for the City you are traveling to can be found at www.gsa.gov/travel. Employees should retain receipts in case any expenses require verification. REIMBURSEMENT A mileage/travel/schooling expense/reimbursement form should be filled out for any travel expenses in addition to mileage. This form can be found on the City’s Intranet under Finance. For further instructions on requesting travel reimbursements please contact accounts payable. 30