Laserfiche WebLink
<br /> <br />iv. Travel time above that required for air travel, will be on the employ <br />time. <br /> <br />Lodging <br />1. The city will pay for reasonable hotel accommodations appropriate to the purpose of the trip. <br />2. Rates for accommodations shall be comparable to those of other facilities in the area. The hotel hosting <br />a convention shall be deemed an appropriate accommodation. <br />3. The city will pay the single rate if the employee or official is accompanied by a guest or family member. <br /> <br />Meals <br />Meal expenses incurred must be paid directly by the employee. City credit cards cannot be used to purchase <br />employee meals. Each employee must submit their own receipt for reimbursement. <br />1. No overnight stay required: <br />a. Meal expenses shall be reimbursed for city-required attendance at day-long training/workshops <br />with morning and afternoon sessions when no meal is provided between the two sessions. Meals <br />before or after the event are not reimbursable. <br />b. Expenses for meals, including maximum gratuity of 18%, will be reimbursed with an original <br />itemized receipt (credit card receipts are not acceptable) up to the Minnesota Standard per diem <br />rate in accordance with the U.S. General Services Administration (GSA) Standard per diem rates <br />(www.gsa.gov). <br />c. Reimbursement for alcoholic beverages is prohibited. <br />d. Reimbursement shall not be made for meals included in the conference or meeting fee. <br /> <br />2. Overnight stay required: <br />a. No meals are to be charged to the hotel/motel room. <br />b. Expenses for meals, including gratuity, will be reimbursed in accordance with the GSA per diem <br />rates which may be found at www.gsa.gov. <br />c. First and last days of travel will be reimbursed at 75% of the per diem. If a meal is provided on <br />the first or last day of travel, the per diem should be reduced by the meal provided then <br />multiplied by 75%. <br />cd. Per Diem meal expenses at the applicable daily rate does not require receipts, but the employee <br />must provide adequate substantiation verifying the date, time and location of the event or <br />meeting and the business purpose of the trip. <br />de. Meals that are already paid for by the city (such as through a conference registration fee or hotel <br />costs), those meals will be deducted from the per diem daily meal reimbursement amount. <br />ef. Reimbursement for alcoholic beverages is prohibited. <br /> <br />3. Meals for Others: <br />Elected officials, the city administrator, department directors, or other designated city employees serving <br />as city representatives may occasionally provide a meal for other persons who have official business with <br />the city. The cost of providing such meals, including tax and a reasonable gratuity, will be reimbursed <br />provided the following conditions are met: <br /> List the name and official capacity of each person attending <br /> Describe the public benefit of the meeting <br /> Reimbursement for alcoholic beverages is prohibited <br /> Provide original, itemized receipts <br /> Be in compliance with the c <br /> The amount reimbursed per person will follow the amounts listed in accordance with the GSA <br />standard per diem rates (www.gsa.gov) <br />Financial Management Policies Page 23 <br /> <br />