1997 AGN FEB 18 I22 - Laserfiche WebLink

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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, etcare 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 employee 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 data needed. A travel advance check may not be released to the employee any earlier than four (4) days prior to the date of the meeting. B. FUNDS /N 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 employee 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. ISSURANCE OF INTERNAL REVENUE SERIVICE FORM 9099: Unsubstantiated advances may result in the issuance of an IRS 9099 form to the employee. IV CREDIT CARDS City Council and Department Head travel expenses, to the extent possible, should be charged on ultiple systems fo a City credit card. This will ensure that all travel is consistently handled, eliminate mr administering travel expenses and minimize the travel advances required. Additional credit card benefits include; accident insurance, baggage insurance, no liability for fraudulent charges, 24-hour lost/stolen card replacement and confirmed reservations. All credit cards shall be safeguarded in the Finance Department vault. Any/All credit card charges are the use of public funds. Therefore, an audit trail must be established to support all expenses. An approved "Claim for Reimbursement and Expense Report" is required prior to the release of a credit card from the Finance Department vault. The use of City credit cards must comply with the following: A. RECONCILIATION OF CREDIT CARD STATEMENTS: It is the responsibility of the cardholder to reconcile his/her own credit card statement.