4.8 SR 10-21-2024 - Laserfiche WebLink

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Financial Management Policies Page 15 Gifts for Employees, Consultants and Others The city shall not pay for gifts to employees, consultants, or similar persons working with or for the city. Prohibited Expenditures Unless otherwise contemplated in or by the city’s Employee Recognition Program, the following are examples of some, but not all specifically prohibited expenditures. Alcoholic Beverages Decorations for office space Donations/Contributions Dues to Social Clubs Employee Parties (incl. holiday parties)* Entertainment Flowers Greeting/Sympathy Cards Gifts of any kind Holiday Decorations Lobbying Personal Purchases Pictures, Artwork Décor Prizes/giveaways for public contests Refreshments for Routine Meetings** * This item does not prohibit employee recognition and wells programming **This item does not prohibit refreshments otherwise allowed under the ”Meetings: Food/Meals/refreshments” Section of this policy. Conclusion The Council reserves the right to not fund any expenditure described in this policy. No provision of this policy, or its administration, shall be construed as being a benefit or condition of employment by or for any employee, nor is any provision of this policy to be considered a provision of the City’s Personnel Policy. Expense and Travel Reimbursement This policy establishes guidelines and procedures for the payment and reimbursement of travel and other expenses incurred by employees and city officials in the conduct of approved official city business. This policy applies to all employees and city officials including temporary, regular full and part-time employees, the mayor, council members, and members of city commissions or committees. Authorization Unless otherwise required by law, the following conditions must be met to qualify for reimbursement: ▪The expenditure must qualify as a public purpose expenditure as determined by state law and the Elk River City Council for which the city may use tax money. ▪Employees must receive supervisor or city administrator approval for reimbursement of expenses. Elected Official Out-of-State Travel The city recognizes that its elected officials may at times receive value from traveling out of the state for workshops, conferences, events, and other assignments. This policy sets forth the conditions under which out-of-state travel will be reimbursed by the city: 1. The event, workshop, conference, or assignment must be approved in advance by the City Council at an open meeting and must include an estimate of the cost of the travel. In evaluating the out-of-state travel request, the Council will consider the following: ▪Whether the elected official will be receiving training on issues relevant to the city or to his or her role as the mayor or as a councilmember. ▪Whether the elected official will be meeting and networking with other elected officials from around the country to exchange ideas on topics of relevance to the city or on the official roles of local elected officials. Page 74 of 294