4.8 SR 10-21-2024 - Laserfiche WebLink

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Financial Management Policies Page 15 b. An employee may elect to drive for personal reasons instead of utilizing air transportation with the following provisions: i. Prior written approval must be received from the department director and city administrator. ii. On the date permission is received to drive, the employee must get a written quote for airfare based on the lowest round-trip rate available that fits the conference or meeting schedule. The quote must include the departure and arrival times and be attached to the reimbursement request. iii. Reimbursement will be made based on a comparison between the cost and convenience of the lowest available airfare and travel by personal vehicle, with associated lodging and meals, whichever is less. iv. Travel time above that required for air travel, will be on the employee’s personal time. Lodging 1. The city will pay for reasonable hotel accommodations appropriate to the purpose of the trip. 2. Rates for accommodations shall be comparable to those of other facilities in the area. The hotel hosting a convention shall be deemed an appropriate accommodation. 3. The city will pay the single rate if the employee or official is accompanied by a guest or family member. Meals Meal expenses incurred must be paid directly by the employee. City credit cards cannot be used to purchase employee meals. Each employee must submit their own receipt for reimbursement. 1. No overnight stay required: a. Meal expenses shall be reimbursed for city-required attendance at day-long training/workshops with morning and afternoon sessions when no meal is provided between the two sessions. Meals before or after the event are not reimbursable. b. Expenses for meals, including maximum gratuity of 18%, will be reimbursed with an original itemized receipt (credit card receipts are not acceptable) up to the Minnesota Standard per diem rate in accordance with the U.S. General Services Administration (GSA) Standard per diem rates (www.gsa.gov). c. Reimbursement for alcoholic beverages is prohibited. d. Reimbursement shall not be made for meals included in the conference or meeting fee. 2. Overnight stay required: a. No meals are to be charged to the hotel/motel room. b. Expenses for meals, including gratuity, will be reimbursed in accordance with the U.S. General Services Administration (GSA) per diem rates which may be found at www.gsa.gov. c. Per Diem meal expenses at the applicable daily rate does not require receipts, but the employee must provide adequate substantiation verifying the date, time and location of the event or meeting and the business purpose of the trip. d. When a trip includes meals that are already paid for by the city (such as through a registration fee for a conference), those meals would be deducted from the per diem daily meal reimbursement amount. e. Reimbursement for alcoholic beverages is prohibited. 3. Meals for Others: Elected officials, the city administrator, department directors, or other designated city employees Page 76 of 294