1997 AGN MAR 18 I20 - Laserfiche WebLink

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