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III ADVANCE CHECK PROCEDURE <br />A. A check request form along with verification of the approved meeting must be submitted to Finance at <br />least two (2) weeks prior to the date needed. A travel advance check may not be released to the <br />employee any earlier than four (4) days prior to the date of the meeting. <br />B. A request for "equivalent air fare' may also be requested at this time: however, the following criteria must <br />be met: <br />Prior approval from a Department head must be obtained. <br />Travel must be accomplished via use of a personal vehicle not a City vehicle. <br />Reimbursement will be limited to the lesser of the current mileage rate or the least expensive cost of <br />air transportation. <br />A reimbursement check will not be prepared until the Finance Department has verified the air fare <br />rates. <br />C. Receipts for travel and registration, and a completed expense statement must be submitted to the <br />Finance Department within ten (10) working days after date of return. A City's cash register receipt for <br />any unspent advance monies must also be attached to the expense statement. Any additional <br />reimbursement due to the employee should also be noted on the expense statement. <br />D. Travel advance requests will NOT be processed if any prior expense report was not completed in a <br />timely manner. <br />