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<br />Travel Policy <br />Revised January 1999 <br /> <br />b) If out of state travel is required, air transportation is recommended and will be <br />reimbursed by the City. <br />i) Employees should select the most economical airfare that fits the <br />conference or meeting schedule. . <br />ii) An Employee may elect to drive for personal reasons instead of utilizing <br />air transportation with the following provisions: <br />a) Prior written approval must be received from the department <br />head or City Administrator. <br />b) On the date permission is received to drive, the Employee must <br />contact a travel agent and get two written quotes for airfare based <br />on the most economical rate available that fits the conference or <br />meeting schedule. The quote must include the departure and <br />arrival times. The written quote shall be attached to the <br />Reimbursement Request. <br />c) Reimbursement will be made based on actual mileage times the <br />reimbursement rates as stated in 2.a.i or the airfare identified in <br />3.b.ii.b) whichever is less. <br />d) Lodging reimbursement shall be limited to the period of time <br />required if air transportation had been used. <br />e) Meal reimbursement shall be limited to the period oftirne <br />required if air transportation had been used. <br />f) Drive time shall be on the Employee's personal time. <br /> <br />3. MEAL AND MISCELLANEOUS EXPENSES: Meals and miscellaneous expenses <br />shall be reimbursed as follows: <br /> <br />a) In State or Out of State with no overnight stay required: <br />i) Receipts are required for all meal and miscellaneous expense <br />reimbursements. <br />ii) Reimbursement shall not be made for meals included in the conference or <br />meeting fee. <br />iii) The reimbursement request shall not exceed the set maximums as <br />follows: Breakfast $ 7.00 <br />Lunch 10.00 <br />Dinner 18.00 <br /> <br />b) In State with an overnight stay required: <br />i) No meals are to be charged to the hotel/motel room. <br />ii) Receipts are not required for meal or incidental expenses. <br />Hi) Reimbursement for meals and incidental expenses will be as follows: <br />Breakfast $ 7.00 <br />Lunch 10.00 <br />Dinner 18.00 <br />Incidentals 5.00 <br /> <br />2 <br />