1997 AGN MAR 18 I20 - Laserfiche WebLink

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Page 2 Travel, Training, Meeting, Expense; and Use of Credit Cards Policy PER DIEM ALLOWANCE: Expenses for meals (including snacks) consumed while conducting City business is $40 per day and shall be prorated for half days. This amount is inclusive of tax and tip charges. Every effort should be made to stay within per diem limits. However, depending on the City where expense was incurred, overages may be reimbursed at the discretion of the City Manager and/or Finance Director. Travelers are expected to consume any meals provided at the conference and will not be reimbursed for meals covered by the registration fee. Expense for alcoholic beverages are not permitted on the per diem allowance. City funds expended for alcoholic beverages directly violates the City's Drug Free Workplace Policy and may result in loss of federal funding. 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 City Manager and/or Finance Director. 4. PERSONAL CHARGES: Personal charges (i.e. personal phone calls, movie charges, room service, spousal/guest expenses, etc.) are the responsibility of the traveler. 5. ALCOHOLIC BEVERAGES NOT REIMBURSABLE; Any costs associated with alcoholicbeverages is not reimbursable. Charges for alcoholic beverages are not allowed on City credit cards. City funds expended for alcoholic beverages directly violates the City's Drug Free Workplace Policy and may result in doss of federal funding. C. TRAVEL AGENCY: Travel arrangements will be made through a local City travel agency or airline and billed directly to the City. D. USE OF PERSONAL CHECKS; No personal checks are to be written for meeting registration and lodging. If Traveler is in need of a check for registration, a City check will be issued to the organization upon notification to the Finance Department. 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. If Traveler is in need of a check for registration, one will be issued upon notification to the Finance Department. 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. Only on special circumstances will a City checks be payable to the Traveler 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 Traveler attending the meeting and will be available no earlier than four (4) days preceding the meeting. G. CLAIM FOR REIMBURSMENT: An outstanding claim for reimbursement and expense report which have not been completed and returned within 10 days of a previous meeting will preclude future travel requests from being processed.