4.9. SR 06-17-2019 - Laserfiche WebLink

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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. 1. A signed Reimbursement Request with receipts must be submitted within 30 days of travel. 2. The city shall determine the estimated travel expense amount to be advanced. 3. Any additional reimbursement due to the employee shall be paid based on the receipts submitted. 4. Employees shall refund 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. 5. All other provisions of this travel policy apply to determine the expenses eligible for reimbursement. Other 1. All reimbursements will be subject to tax as required by IRS regulations. 2. 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. 3. 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 cany state and federal guidelines. A copy of the grant agreement should be readily available for review and compliance. The City of Elk River Federal Grant Information Checklist should be filled out and filed with the finance department. Travel All travel costs to be charged against the grant must follow the c and must be on an actual cost basis or per diem for overnight travel in accordance with the travel reimbursement policy. Financial Management and Accounting Records The c of federal awarding agency, and pass-The general ledger will be supplemented by the City of Elk River Federal Grant Information Checklist. policy will be followed to ensure competitively priced purchases are obtained when applicable. Allowable costs will be determined by grant agreements and the department director will be responsible to ensure costs are approved according to grant agreements. The city, upon any advance of payments, will ensure disbursements or transfer of funds happens within a reasonable time upon proper disbursement approvals. Personnel Compensation Documentation Actual timesheets and payroll records will be maintained to support personnel compensation. These costs will reflect actual activities and costs related to the grant award/program. If multiple grants are awarded, the city will allocate time according to timesheets or activities related to the grant/program. Financial Management Policies Page 24