1997 AGN APR 15 I20 - Laserfiche WebLink

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Page 3 Travel, Training, Meeting, Expense; and Use of Credit Cards Policy EXPENDITURE REIMBURSEMENT Reimbursement of expenses incurred shall be subject to the following: A. TRANSPORTATION 1. AIR TRAVEL: Reimbursement of transportation expenses to a meeting shall be air coach or similar tourist class fare, plus airport bus, bus fare or other ground transportation to and from an airport or depot (taxi fare is approved if it is the only transportation available). Those who anticipate utilizing airline transportation are encouraged to make reservations well in advance or use the Corporate Airline Tickets (Southwest) in order to take advantage of discount fares which may be available. Reimbursement for travel shall be on the basis of actual cost. 2. PUBLIC TRANSPORTATION: bus, train, or other methods of public travel will be authorized for justifiable cause under special circumstances which indicate such modes are more appropriate and economical 3. DISCOUNT COUPONS: Any discount coupons, frequent flyer miles, etc. are the property of the City and should be surrendered upon return to the City. 4. DUE DATE OF EXPENSE REPORT: Any reimbursement requests not submitted within 10 days of meeting date will not be honored and Traveler shall assume all costs. III ADVANCE CHECK PROCEDURE A. CHECK REQUESTS: A check request form along with verification of the approved meeting must be submitted to Finance at least two (2) weeks prior to the required date. A travel advance check may not be released to the Traveler any earlier than four (4) days prior to the date of the meeting. B. FUNDS IN LIEU OF AIR FARE: A request for "equivalent air fare" may also be requested at this time; however, the following criteria must be met: Prior approval from a Department head must be obtained. Travel must be accomplished via use of a personal vehicle not a City vehicle. Reimbursement will be limited to the lesser of the current mileage rate or the least expensive cost of air transportation. A reimbursement check will not be prepared until the Finance Department has verified the air fare rates. C. REQUIRED RECEIPTS: Receipts for travel and registration, and a completed "Claim- for Reimbursement and Expense Report" must be submitted to the Finance Department within ten (10) working days after date of return. A City's cash register receipt for any unspent advance monies must also be attached to the expense statement. Any additional reimbursement due to the Traveler should also be noted on the expense statement. D. DENIAL OF FUTURE TRAVEL ADVANCE: Travel advance requests will NOT be processed if any prior expense report was not completed in a timely manner. E. ISSUANCE OF INTERNAL REVENUE SERIVICE FORM 1099: Unsubstantiated advances may result in the issuance of an IRS 1099 form to the Traveler.