6. HRSR 08-05-2013 - Laserfiche WebLink

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