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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 60 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 60 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 />