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<br />b) If out of state travel is required, air transportation is recommended and will be <br />reimbursed by the City. <br />i) Employees should shall select the most economical airfare that fits the <br />conference or meeting schedule. <br />ii) An Employee may elect to drive for personal reasons instead of utilizing air <br />transportation with the following provisions: <br />a) Prior written approval must be received from the department head 61' <br />and City Administrator. <br />b) On the date permission is received to drive, the Employee must <br />contact a travel agent and get two written quotes for airfare based on <br />the most economical rate available that fits the conference or meeting <br />schedule. The quote must include the departure and arrival times. <br />The written quote shall be attached to the Reimbursement Request. <br />c) Reimbursement will be made based on actual mileage times the <br />reimbursement rates as stated in 2.a.i or the airfare identified in <br />~2.b.ii.b) whichever is less. <br />d) Lodging reimbursement shall be limited to the period of time <br />required if air transportation had been used. <br />e) Meal reimbursement shall be limited to the period of time required if <br />air transportation had been used. <br />f) Drive time shall be on the Employee's personal time. <br /> <br />3. MEAL AND MISCELLANEOUS EXPENSES: Meals and miscellaneous expenses shall be <br />reimbursed as follows: when leaving. to be eligible for the breakfast reimbursement. travel <br />must be in progress prior to 6:00 a.m.: for lunch. prior to noon: for dinner, prior to 6:00 <br />p.m. When returning. to be eligible for the breakfast reimbursement. travel must go beyond <br />6:00 a.m.: for lunch, beyond noon, for dinner. beyond 6:00 p.m. <br /> <br />a) In State or Out of State with no overnight stay required: <br />i) Receipts are required for all meal and miscellaneous expense <br />reimbursements. <br />ii) Reimbursement shall not be made for meals included in the conference or <br />meeting fee. <br />iii) The reimbursement request shall not exceed the set maximums as follows: <br />Breakfast $ MG-$8.00 <br />Lunch ~12.00 <br />Dinner +&00-21.00 <br /> <br />b) In State -""ith an ovcrnight stay rcqu-ired: <br />i) No meals arc to be charged to the hotel/motel room. <br />li) Receipts are flat requ-ired for meal or iacidental expenscs. <br />iii) Reimburscment for meals and incidental expenscs will bc as follO'\.Vs: <br />Breakfast $ 7.00 <br />Lunch 10.00 <br />Dinncr 18.00 <br />Incidentals 5.00 <br /> <br />s: \ Council\ Tim \ TravelPolicyupdate.doc <br />