HomeMy WebLinkAboutCC RES 91-016 RESOLUTION APPROVING A TRAVEL REIMBURSEMENT POLICY FOR ST. ANTHONY CITY EMPLOYEES Meeting Sheet
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103611
Box: 26
Folder: RES 1991
Document: CC RES 91-016 RESOLUTION APPROVING A TRAVEL
REIMBURSEMENT POLICY FORST. ANTHONY CIN EMPLOYEES
CITY OF ST. ANTHONY
RESOLUTION 91-016
A RESOLUTION APPROVING A TRAVEL REIMBURSEMENT
POLICY FOR ST. ANTHONY CITY EMPLOYEES
WHEREAS, the City of St. Anthony has established a travel reimbursement policy to
reimburse employees for out-of-pocket expenditures when out of the St.
Anthony area on approved City business.
NOW, THEREFORE, BE IT RESOLVED, that the St. Anthony City Council hereby
approves the Travel Reimbursement Policy attached hereto.
Adopted this 1 day of FPS r Lt_a_r i , 1991.
A0
Mayor
ATTEST:
City Clerk
Reviewed for administration:
ity anager
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CITY OF ST. ANTHONY
TRAVEL REIMBURSEMENT POLICY
Purpose
To reimburse employees for out-of-pocket expenditures when out of the St. Anthony area
on approved City business.
Procedures
1. All travel by St. Anthony employees requires the approval of the City Manager or
his/her designee. All conference or school related expenses shall also be approved
by the City Manager.
2. All expenses incurred for travel are to be paid by the employee, or pre-paid by the
City. The employee's expenses may be covered with a travel advance, or the
employee may use personal funds and be reimbursed subsequently. Travel advances
may only be requested for meals and hotel expenses, or round trip airfares that have
not been pre-paid by the City.
• 3. Travel advances may be requested no later than seventy-two (72) hours before the
date of departure.
4. All employees who travel on City business within the State of Minnesota can use a
privately-owned vehicle. The following mileage reimbursement rates will be allowed:
For use of City-owned vehicle:
actual receipted expenses
For use of a privately-owned vehicle:
current State or IRS reimbursement rate
S. Travel outside of the State of Minnesota shall be reimbursed at actual round trip
coach rate airfare. If a personal automobile is used, reimbursement will be paid on
the basis of the prevailing mileage allowance rate or coach airfare, whichever is less.
If an employee prefers to drive, any extra time required due to driving will be taken
as vacation time.
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• 6. Hotel accommodations shall be reasonable and shall be reimbursed at actual and
necessary cost, consistent with facilities available and in proximity of the location of
the conference or business meeting attended. Where double or multiple occupancy
has occurred, the official or employee may only claim the actual and necessary cost
of his or her cost of single occupancy.
7. A per diem for meals and miscellaneous subsistence expenses not to exceed $34.00
may be taken by employees who travel on City business within the State of
Minnesota. Other expenses will be approved on a need basis.
8. The per diem for meals and miscellaneous subsistence expenses for employees who
travel outside the State of Minnesota on City business shall be $44.00.
9. If meals are included in tuition or registration fees and/or only a fraction of the day
is authorized for travel, the per diem or expense allowance will be reduced as follows,
unless documented otherwise:
Breakfast $ 8.00
Lunch $12.00
Dinner $14.00
Breakfast allowance shall be authorized for Minneapolis/St. Paul departures prior to
• 8:00 A.M. and dinner allowances shall be authorized for Minneapolis/St. Paul arrivals
after 7:00 P.M.. Allowances within these parameters are the responsibility of the
Finance Director consistent with the facts and good judgment applied to each travel
expense claim.
10. Other miscellaneous expenses such as taxis to and from the destination airport,buses,
and phone calls that are business related will be reimbursed. (Attempts should be
made to retain receipts whenever possible.) Rental car reimbursement will be made
only with prior approval by the City Manager.
11. Conferences, seminars and schools are not authorized for temporary, part-time,
seasonal employees, trainees, or members of various boards, unless approved by the
City Council.
12. Employees, upon returning, must settle their travel accounts within ten (10) working
days by filling out a Reimbursement Summary and submitting it to the Finance
Director.
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