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<br /> <br /> <br /> <br />iv.Travel time above that required for air travel, will be on the <br />employee’s personal time. <br /> <br />Lodging <br />1. The City will pay for reasonable hotel accommodations appropriate to the purpose of the <br />trip. <br />2. Rates for accommodations shall be comparable to those of other facilities in the area. The <br />hotel hosting a convention shall be deemed an appropriate accommodation. <br />3. The city will pay the single rate if the employee or official is accompanied by a guest or <br />family member. <br /> <br />Meals <br />Meal expenses incurred must be paid directly by the employee. City credit cards cannot be used to <br />purchase employee meals. Each employee must submit their own receipt for reimbursement. <br /> <br />1. No overnight stay required: <br />a. Meal expenses shall be reimbursed for city-required attendance at day-long <br />training/workshops with morning and afternoon sessions when no meal is provided <br />between the two sessions. Meals before or after the event are not reimbursable. <br />b. Expenses for meals, including maximum gratuity of 18%, will be reimbursed with an <br />original itemized receipt (credit card receipts are not acceptable) up to the <br />Minnesota Standard per diem rate in accordance with the U.S. General Services <br />Administration (GSA) Standard per diem rates (www.gsa.gov). <br />c. Reimbursement for alcoholic beverages is prohibited. <br />d. Reimbursement shall not be made for meals included in the conference or meeting <br />fee. <br /> <br />2. Overnight stay required: <br />a. No meals are to be charged to the hotel/motel room. <br />b. Expenses for meals, including gratuity, will be reimbursed in accordance with the <br />U.S. General Services Administration (GSA) standard per diem rates which may be <br />found at www.gsa.gov. <br />c. Per Diem meal expenses at the applicable daily rate does not require receipts, but the <br />employee must provide adequate substantiation verifying the date, time and location <br />of the event or meeting and the business purpose of the trip. <br />d. Reimbursement for alcoholic beverages is prohibited. <br /> <br />3. Meals for Others: <br /> Elected officials, the city administrator, department directors, or other designated city <br />employees serving as representatives of the city may occasionally provide a meal for other <br />persons who have official business with the city. The cost of providing such meals, <br />including tax and a reasonable gratuity, will be reimbursed provided the following <br />conditions are met: <br /> <br /> <br />The name and official capacity of each person attending must be listed <br /> <br /> <br />The public benefit of the meeting must be described <br /> <br /> <br />Reimbursement for alcoholic beverages is prohibited <br /> <br /> <br />Original itemized receipts must be provided <br />Financial Management Policies Page 27 <br /> <br />