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HomeMy WebLinkAboutCC RES 93-047 RESOLUTION AMENDING RESOLUTION 91-016, A TRAVEL REIMBURSEMENT POLICY FOR ST. ANTHONY CITY EMPLOYEES Meeting Sheet IIIIIIVIIIVIIIVIIIVIIIVIII IIIIIIII 103514 Box: 26 Folder: RES 1993 Document: CC RES 93-047 RESOLUTION AMENDING RESOLUTION 91- 016, ATRAVEL REIMBURSEMENT POLICY FOR 5T.'ANTHONY CIN EMPLOYEES • CITY OF ST. ANTHONY RESOLUTION 93-047 A RESOLUTION AMENDING RESOLUTION 91-016, A TRAVEL REIMBURSEMENT POLICY FOR ST. ANTHONY CITY EMPLOYEES BE IT RESOLVED that the City Council of the City of St. Anthony hereby approves the amendment to Resolution 91-016, A Travel Reimbursement Policy for St. Anthony City Employees, by adding #6 which reads as follows: "Employees who depart for a conference early or remain at the conference site location after the conference are personally responsible for all costs of hotel, living expenses and • any additional travel expenses." Adopted this guol day of AUQ Ust , 1993. Mayor ATTEST: L� City Clerk Reviewed for administration: City Manager • • 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 5. 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. 6. Employees who depart for a conference early or remain at the conference site • location after the conference are personally responsible for all costs of hotel, living expenses and any additional travel expenses. Travel Reimbursement Policy Page 2 7. 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. 8. 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. 9. 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. 10. 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 judgement applied to each travel expense claim. 11 . 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. 12. 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. 13. 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.