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<br /> <br /> <br /> <br />Expense and Travel Reimbursement <br /> <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 /> <br />Authorization <br />Unless otherwise required by law, the following conditions must be met in order to qualify for <br />reimbursement: <br /> <br /> <br /> <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 /> <br /> <br />Employees must receive supervisor or City Administrator approval for reimbursement of <br />expenses. <br /> <br />Elected Official Out-of-State Travel <br />The City of Elk River recognizes that its Elected Officials 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 /> <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 /> <br /> <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 /> <br /> <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 /> <br /> <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 /> <br /> <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 /> <br /> <br />Whether the city has sufficient funding available in the budget to pay the cost of the <br />trip. <br /> <br />2.No reimbursements will be made for attendance at events sponsored by or affiliated with <br />political parties. <br /> <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 /> <br />4.The Council may request an oral or written report from the Elected Official on the results of <br />the trip. <br /> <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 /> <br />