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Financial Management Policies Page 15 <br />▪Whether the elected official will be viewing a city facility or function that is similar in nature to <br />one that is currently operating at, or under consideration by the city where the purpose for the <br />trip is to study the facility or functions to bring back ideas for the consideration of the full <br />Council. <br />▪Whether the elected official has been specifically assigned by the Council to testify on behalf <br />of the city at the United States Congress or to otherwise meet with federal officials on behalf <br />of the city. <br />▪Whether the city has sufficient funding available in the budget to pay the cost of the trip. <br />2. No reimbursements will be made for attendance at events sponsored by or affiliated with political <br />parties. <br />3. Limitations may be imposed on paying for expenses for a Council Member who has announced <br />his/her intention to resign, not to seek reelection, or who has been defeated in an election. <br />4. The Council may request an oral or written report from the elected official on the results of the trip. <br />5. The city will reimburse for travel, lodging, meals, and registration using the same procedures, <br />limitations and guidelines outlined in this expense and travel reimbursement policy. <br />6. The City Council may make exceptions to the policy depending upon circumstances unique to the trip <br />and/or elected official. <br />Expense Reimbursement Procedure <br />Reimbursement shall be made in accordance with the rules stated in this policy. No reimbursement shall be <br />made unless the reimbursement request meets the following criteria, and the proper documentation is <br />included with the reimbursement request. <br />1. All reimbursement requests shall be submitted to Finance within 60 days of the date incurred for <br />processing. <br />2. The city administrator may, under unique circumstances, approve reimbursement for items submitted <br />after the 60-day limit. <br />3. Expense reimbursements $25.00 or less may be submitted to petty cash for payment with a detailed <br />vendor receipt. <br />4. Expense reimbursements in excess of $25.00 will be paid by vendor check. <br />5. Employees shall submit a completed expense reimbursement request form to their supervisor for <br />written approval with detailed documentation (i.e. original itemized receipts, mileage form, etc.). <br />Reimbursement shall not be made when receipts are not submitted as required. <br />6. Upon approval, supervisors shall submit the form to Finance for payment. <br />Travel <br />Supervisors shall only approve mileage reimbursement to conduct official city business when a city vehicle is <br />not available, a staff vehicle does not meet the intended work objective, or when a specific employment <br />agreement prevails. Carpooling should be used whenever feasible. <br />1. Reimbursement shall be at the standard IRS mileage rate. <br />2. When an employee travels directly to a conference or seminar site, mileage will be computed from the <br />employee’s home or normal place of work, whichever is less. <br />3. Travel to and from the worksite (commuting) is not eligible for reimbursement, including evening and <br />weekends. <br />4. If out of state travel is required, costs shall generally be based on a comparison between the cost and <br />convenience of the lowest available air fare and travel by personally owned vehicle or city vehicle with <br />associated meals, lodging, and loss of work time costs. <br />a. Employees should select the most economical airfare that fits the conference or meeting <br />schedule. <br />Page 75 of 294