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Subject: Travel, Training, Meeting Expense; and <br />Use of Credit Cards <br />Number 2.05.050 (rvsd ) <br />Date February 18 1997 <br />Authority Council Minute Order <br />City Manager <br />PURPOSE: To establish guidelines for attendance at various conferences and meetings from which the <br />City will derive benefit through attendance by City personnel. <br />GENERAL POLICY <br />Any employee of the City of Colton who is required to travel in the performance of her/his duties or to attend an <br />authorized meeting which is of benefit to the City, shall be reimbursed for reasonable expenses incurred for <br />transportation, meals, and lodging. Travel and meeting expenses are not, however, intended for departmental <br />meals attended by City staff only, especially when a meeting scheduled during normal business hours would <br />serve the same purpose. <br />A. TRAVEL AND APPROVALS; Travel is distinguished between local and overnight. Funds must have <br />been approved in the adopted budget for both. <br />Substitution of one meeting for another will require prior approval of the <br />Department Head and/or the City Manager. Local travel must be completed during the same work day <br />and only automobile travel is authorized for these trips unless previously noted in the budget. Any <br />reimbursement for the use of a personal vehicle while on City business will require: <br />1. Verification :Rent that a City vehicle was unavailable from the City's car <br />pool. <br />2. Prior written approval of the Department Head. <br />3. Proof of current liability insurance and driver's license. Insurance to be no less than the legal limit. <br />4. Reimbursement for use of a personal vehicle for local travel is not applicable to those employees <br />receiving an automobile allowance. These employees may; however, receive reimbursement if <br />travel is beyond a one way fifty (50) mile radius of Colton or beginning destination, whichever is <br />closer to the ending destination. Reimbursement is for miles in excess of the fifty mile radius, and <br />therefore, does not include the first fifty each way. <br />B. TRAVEL ALLOWANCE AND REIMBURSEMENTS: All reimbursements to employees are a use of <br />public finds. Any/ail expenses above the federal allowance must be fully supported by receipts <br />(need for an audit trail) Therefore, all employees requesting travel reimbursement or advances must <br />complete a statement of expenses (exhibit "A') and attach receipts for reimbursable expenses. Please <br />note the following: <br />i <br />r� <br />