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■ 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 /> 6. The City Council may make exceptions to the policy depending upon circumstances unique <br /> to the trip and/or Elected Official. <br /> Expense Reimbursement Procedure <br /> Reimbursement shall be made in accordance with the rules stated in this policy. No reimbursement <br /> shall be made unless the reimbursement request meets the following criteria and the proper <br /> documentation is included with the reimbursement request. <br /> 1. All reimbursement requests shall be submitted to Finance within 6030 days of the date <br /> incurred for processing. <br /> 2. The City Administrator may,under unique circumstances, approve reimbursement for <br /> items submitted after the 6030 day limit. <br /> 3. Expense reimbursements $25.00 or less may be submitted to petty cash for payment with a <br /> detailed vendor receipt. <br /> 4. Expense reimbursements in excess of$25.00 will be paid by vendor check. <br /> 5. Employees shall submit a completed expense reimbursement request form to their <br /> supervisor for written approval with detailed documentation (i.e. original itemized receipts, <br /> mileage form, etc.). Reimbursement shall not be made when receipts are not submitted as <br /> required. <br /> 6. Upon approval, supervisors shall submit the form to Finance for payment. <br /> Travel <br /> 1. Supervisors shall only approve mileage reimbursement to conduct official city business <br /> when a city vehicle is not available, a staff vehicle does not meet the intended work <br /> objective, or when a specific employment agreement prevails. Carpooling should be used <br /> whenever feasible. <br /> 2. Reimbursement shall be at the standard IRS mileage rate. <br /> 3. When an employee travels directly to a conference or seminar site,mileage will be <br /> computed from the employee's home or normal place of work,whichever is less. <br /> 4. Travel to and from the worksite (commuting) is not eligible for reimbursement,including <br /> evening and weekends. <br /> 5. If out of state travel is required, costs shall generally be based on a comparison between <br /> the cost and convenience of the lowest available air fare and travel by personally owned <br /> vehicle or city vehicle with associated meals,lodging, and loss of work time costs. <br /> a. Employees should select the most economical airfare that fits the conference or <br /> meeting schedule. <br /> Financial Management Policies Page 27 <br />