1997 AGN FEB 18 I22 - Laserfiche WebLink

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1. PER DIEM ALLOWANCE. Expenses for meals consumed while conducting City business is $40 per day and shall be prorated for half days. These amounts are inclusive of tax and tip charges. Employees are expected to consume any meals provided at the conference and will not be reimbursed for meals covered by the registration fee. 2. REIMBURSEMENTS: All reimbursements shall be for actual expenses only and must be accompanied by receipts regardless of funding 3. TRAVEL DEVIATIONS: Any deviations from the general guidelines require prior approval of the Finance Director and the City Manager. 4. PERSONAL CHARGES: Personal charges (i.e. personal phone calls, movie charges, room service, spousal costs, etc.) are the responsibility of the employee. 5. ALCOHOLIC BEVERAGES NOT REIMBURSABLE: Any costs associated with alcoholic beverages will not be considered reimbursable. Charges for alcoholic beverages are not allowed on City credit cards. C. TRAVEL AGENCY.- Travel arrangements will be made through a local City authorized travel agency or airline and billed to the City. D. USE OF PERSONAL CHECKS: No personal checks are to be written for meeting registration and lodging. NO EXCEPTIONS. 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 or the City Manager accompanied by verification of the meeting and any registration deadline. E. CITY CHECKS: 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. TRAVEL ADVANCE: 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 make payable to the employee attending the meeting and will be available no earlier than four (4) days preceding the meeting. G. CLAIM FOR REIMBUREMENT. An outstanding claim for reimbursement and expense report e)(Pwee "tr *. As which have not been completed and returned within 10 days of a previous meeting will preclude future travel requests from being processed. 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.