3.3. SR 07-02-2007 - Laserfiche WebLink

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City of Elk River Travel Reimbursement Policy Revised January, 1999 July. 2007 The City of Elk River may reimburse employees, volunteers, appointed and elected Employees Officials (hereafter referred to as Employees) for actual expenses incurred while acting as a representative of the City. Unless otherwise required by law, the following conditions must be met in order to qualify for reimbursement: 1. 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. 2. Prior supervisory approval from the department head or City Administrator must be received before reimbursement will be made. 3. Reimbursement will be made only for actual out of pocket expenses which are directly related to the reason for which the Official Employee is representing the City. Reimbursement shall be made in accordance with the rules stated in this policy. No reimbursement will be made to an Employee unless the reimbursement request meets the following criteria and the proper required documentation is included with the reimbursement request. 1. REIMBURSEMENT REQUEST: An itemized Expense Reimbursement Request form (as provided by the Finance Department) must be completed and submitted within thirty dltys reasonable time following the date of the expense being incurred in order to be eligible for reimbursement. a) The expense report must be signed by the Employee requesting reimbursement and the department head or City Administrator. b) Itemized receipts must be attached for all items for which reimbursement is requested. i) If an overnight stlty is required, receipts may not bc needcd for all items. See 3b and 3c bdO'lV. 2. TRAVEL: Whenever possible a City vehicle is to be used for City related travel. Employees shall not receive vehicle mileage reimbursement for commuting between a regular work location and their home. a) If a city vehicle is not available, reimbursement will be made for the mileage incurred during travel for City business. i) Reimbursement will be made at the rate approved as the Federal Government mileage reimbursement rate. ii) Reimbursement will be the lessor of the mileage from the employee's residence to the destination or from his/her regular work location to the destination. iii) Reimburse all mileage between points visited on City business during the day. s: \Council\ Tim \ TravelPolicyupdate.doc