6.5. SR 01-25-1999 - Laserfiche WebLink

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. . . TRA VEL REIMBURSEMENT POLICY The City of Elk River may reimburse employees and appointed and elected officials for actual expenses they iqcur while acting as representatives of the City. Unless otherwise required by law, the following conditions must be met in order to qualify for reimbursement: 1. Prior approval from the department head or City Administrator must be received. 2. Reimbursement will be made only for actual out of pocket costs paid by the employee or official. 3. The expenditure must qualify as a public purpose expenditure as determined by the City Council in its sole discretion and for which the City may use tax money. Reimbursement will be made in accordance with the following guidelines: 1. An itemized expense report must be completed and submitted within thirty days following the date of return from a trip in order to be eligible for reimbursement; the report must signed by the person requesting reimbursement and the appropriate department head. 2. Mileage reimbursement will be made to an employee using a personal vehicle for City use at the rate approved by the federal government. 3. Pursuant to Minnesota statute Section 471.97, an advance expense check may be issued for estimated travel expenditures. This statute also requires that receipts for all expenditures be provided "promptly after expenses are incurred." Any additional reimbursement or refund due to the City will then be calculated. 4. Employees or officials attending one day meetings and other meetings when an out of town stay is rull necessary will be reimbursed for actual expenditures. Receipts are required. 5. For conferences and meetings longer than one day when an out of town stay is necessary, employees and officials will be reimbursed based on the following schedule: In State - $30.00/day distributed as follows: Breakfast - $ 5.00 Lunch - 7.00 Dinner - 15.00 lncidentals* - 3.00