4.3 SR 04-15-2013 - Laserfiche WebLink

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6.The City Council may make exceptions to the policy depending upon circumstances unique to the trip and/or Elected Official. Expense Reimbursement Procedure Reimbursement shall be made in accordance with the rules stated in this policy. No reimbursement shall be made unless the reimbursement request meets the following criteria and the proper documentation is included with the reimbursement request. 1.All reimbursement requests shall be submitted to Finance within 30 days of the date incurred for processing. 2. The City Administrator may, under unique circumstances, approve reimbursement for items submitted after the 30 day limit. 3. Expense reimbursements $25.00 or less may be submitted to petty cash for payment with a detailed vendor receipt. 4. Expense reimbursements in excess of $25.00 will be paid by vendor check. 5. Employees shall submit a completed expense reimbursement request form to their supervisor for written approval with detailed documentation (i.e. original itemized receipts, mileage form, etc.). Reimbursement shall not be made when receipts are not submitted as required. 6. Upon approval, supervisors shall submit the form to Finance for payment. Travel 1. Supervisors shall only approve mileage reimbursement to conduct official city business when a city vehicle is not available, a staff vehicle does not meet the intended work objective, or when a specific employment agreement prevails. Carpooling should be used whenever feasible. 2. Reimbursement shall be at the standard IRS mileage rate. 3. When an employee travels directly to a conference or seminar site, mileage will be computed from the employee’s home or normal place of work, whichever is less. 4. Travel to and from the worksite (commuting) is not eligible for reimbursement, including evening and weekends. 5. If out of state travel is required, costs shall generally be based on a comparison between the cost and convenience of the lowest available air fare and travel by personally owned vehicle or city vehicle with associated meals, lodging, and loss of work time costs. a. Employees should select the most economical airfare that fits the conference or meeting schedule. b. An employee may elect to drive for personal reasons instead of utilizing air transportation with the following provisions: i.Prior written approval must be received from the department director and city administrator. ii.On the date permission is received to drive, the employee must get a written quote for airfare based on the lowest round trip rate available that fits the conference or meeting schedule. The quote must include the departure and arrival times and be attached to the reimbursement request. iii.Reimbursement will be made based on a comparison between the cost and convenience of the lowest available airfare and travel by personal vehicle, with associated lodging and meals, whichever is less. Financial Management Policies Page 26