4.8 SR 10-21-2024 - Laserfiche WebLink

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Financial Management Policies Page 15 serving as representatives of the city may occasionally provide a meal for other persons who have official business with the city. The cost of providing such meals, including tax and a reasonable gratuity, will be reimbursed provided the following conditions are met: ▪The name and official capacity of each person attending must be listed. ▪The public benefit of the meeting must be described. ▪Reimbursement for alcoholic beverages is prohibited. ▪Original itemized receipts must be provided. ▪Must comply with the City’s Public Purpose Expenditure Policy. ▪The amount reimbursed per person will follow the amounts listed in accordance with U.S. General Services Administration (GSA) standard per diem rates (www.gsa.gov) 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. ▪A signed Reimbursement Request with receipts must be submitted within thirty (30) days of travel. ▪The city shall determine the estimated travel expense amount to be advanced. ▪Additional reimbursement due to the employee shall be paid based on the receipts submitted. ▪Any refund due from the employee shall be paid to the city within ten (10) days of submission of the Reimbursement Request. The refund due from the employee shall be based on the actual receipts. ▪All other provisions of this travel policy apply to determine the expenses eligible for reimbursement. Other ▪All reimbursements will be subject to tax as required by IRS regulations. ▪Only actual expenses for the employee shall be submitted and reimbursed. Employees are responsible for all lodging, meal, travel, and other expenses of anyone accompanying the employee. ▪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 provisions of this policy and other applicable laws. OMB Uniform Grant Guidance Internal Controls All grants must comply with the city’s internal controls and policies, in addition to any 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 charged against the grant must be on an actual cost basis or per diem for overnight travel and follow the city’s Expense and Travel Reimbursement Policy. Financial Management and Accounting Records The city’s general ledger will identify all federal awards by CFDA# and title, Federal Award ID and year, name of federal awarding agency, and pass-through entity’s name. The general ledger will be supplemented by the City of Elk River Federal Grant Information Checklist. All disbursements will follow the city’s internal control policies and procedures. In addition, the city’s purchasing policy will be followed to ensure competitively priced purchases are obtained when applicable. Page 77 of 294