4.6. SR 04-06-2015 - Laserfiche WebLink

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d. When a trip includes meals that are already paid for by the city (such as through a registration fee for a conference), those meals would be deducted from the per diem daily meal reimbursement amount. C. 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 • Must comply with the City's Public Purpose Expenditure Policy. • The amount reimbursed per person will follow the amounts listed in accordance with U.S. General Services Administration (GSA) standard per diem rates (www.gsa.gov) Advance Expense Check If requested, an advance expense check may be issued for estimated travel expenses. The advance shall be issued pursuant to Minnesota Statute 471.97. • A signed Reimbursement Request with receipts must be submitted within 30 days of travel. • The city shall determine the estimated travel expense amount to be advanced. • Any additional reimbursement due to the employee shall be paid by the city based on the receipts submitted. • Any refund due from the employee shall be paid to the city within 10 days of submission of the Reimbursement Request. The refund due from the employee shall be based on the actual receipts submitted. • All other provisions of this travel policy apply to determine the expenses eligible for reimbursement. Other All reimbursements will be subject to tax as required by IRS regulations. Only actual expenses for the employee shall be submitted and reimbursed. The employee is responsible for all lodging, meal, travel, and other expenses of anyone accompanying the employee. By signing the Reimbursement Request, the employee acknowledges and agrees that all items included in the Reimbursement Request are legally eligible for reimbursement and meet all of the provisions of this travel policy and other applicable laws. OMB Uniform Grant Guidance Internal Controls All grants must comply with the City's internal controls and policies, in addition to any state and federal guidelines. A copy of the grant agreement should be readily available for review and Financial Management Policies Page 29