1997 AGN FEB 04 I18 - Laserfiche WebLink

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11 hese amounts are inciusive of tax and tiD cnarges. Employees are expected to consume any meals crovidea at the conference and Will not be reimbursed for meals covered by the registration fee. All reimbursements shall be for actual expenses only and must be accompanied by receipts regardless of funding. 1 Receipt should state wno attended and purpose of meeting. 4. Any deviabons from the general guidelines require prior approval of the Finance Director and the City Manager. Personal charges (i.e. personal phone calls. movie charges, room service, spousal costs, etc.) are the responsibility of the employee. 3. Any costs associated with alconolic beverages wifl not be considered reimbursable. C. Travel arrangements will be made through a local C:'kv authorized travel agency or airline and billed to me City, 0. No personal cnecXs are to be written for meeting registration and lodging unless the employee is assuming the costs ana has no expectations of reimbursement from the City. NO EXCEP'nONS. If an employee is in need of a check for registration, a City check will be prepared upon notification to the Finance Department, Accounts Payable Section. The notification must include a check request form approved by the department head and/or the City Manager accompanied by verification of the meeting and any registration deadline. E. City checks for registration and accommodations will be made payable only to the organization officially conducting the meeting and to the hotel. No City checks will be made payable to the employee for reimbursement of these items. F. A travel advance, if needed, must be requested in writing at least two (2) weeks in advance of date needed, The travel advance check will be made payable to the employee attending the meeting and will be available no earlier than four (4) days preceding the meeting. G. Outstanding expense statements which have not been completed and returned within 10 days of a previous meeting will preclude future travel requests from being processed. Reimbursement of expenses incurred shall be subject to the following: A. Transportation 1. 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 to take advantage of discount fares wnich may be available. Reimbursement for travel shall be on the basis of actual cost. 2. 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 Any reimbursement requests not submitted within 10 days of meeting date will not be honored and employee shall assume all costs.