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Expense and Travel Reimbursement <br /> This policy establishes guidelines and procedures for the payment and reimbursement of travel and <br /> other expenses incurred by employees and city officials in the conduct of approved official city <br /> business. This policy applies to all employees and city officials including temporary,regular full and <br /> part-time employees, the mayor, council members,and members of city commissions or <br /> committees. <br /> Authorization <br /> Unless otherwise required by law,the following conditions must be met in order to qualify for <br /> reimbursement: <br /> • The expenditure must qualify as a public purpose expenditure as determined by state law <br /> and the Elk River City Council for which the city may use tax money. <br /> • Employees must receive supervisor oefficials ministrator approval for reimbursement of <br /> expenses. <br /> Elected Official Out-of-State Travel <br /> The City of Elk River recognizes that its Electe may at times receive value from traveling <br /> out of the state for workshops, conferences, events and other assignments.This policy sets forth the <br /> conditions under which out-of-state travel will be reimbursed by the city: <br /> 1. The event,workshop, conference or assignment must be approved in advance by the City <br /> Council at an open meeting and must include an estimate of the cost of the travel. In <br /> evaluating the out-of-state travel request,the Council will consider the following: <br /> • Whether the Elected Official will be receiving training on issues relevant to the city <br /> or to his or her role as the Mayor or as a Council Member. <br /> • Whether the Elected Official will be meeting and networking with other elected <br /> officials from around the country to exchange ideas on topics of relevance to the city <br /> or on the official roles of local elected officials. <br /> • Whether the Elected Official will be viewing a city facility or function that is similar <br /> in nature to one that is currently operating at, or under consideration by the city <br /> where the purpose for the trip is to study the facility or functions to bring back ideas <br /> for the consideration of the full Council. <br /> ■ Whether the Elected Official has been specifically assigned by the Council to testify <br /> on behalf of the city at the United States Congress or to otherwise meet with federal <br /> officials on behalf of the city. <br /> ■ Whether the city has sufficient funding available in the budget to pay the cost of the <br /> trip. <br /> 2. No reimbursements will be made for attendance at events sponsored by or affiliated with <br /> political parties. <br /> 3. Limitations may be imposed on paying for expenses for a Council Member who has <br /> announced his/her intention to resign,not to seek reelection, or who has been defeated in <br /> an election. <br /> 4. The Council may request an oral or written report from the Elected Official on the results of <br /> the trip. <br /> 5. The city will reimburse for travel,lodging, meals, and registration using the same procedures, <br /> limitations and guidelines outlined in this expense and travel reimbursement policy. <br /> Financial Management Policies Page 25 <br />