[Ord. No. 1843 §§1 —
4, 5-2-1995]
A. As
designated in this Section, the term "employees" shall
include all persons employed by the City of Pacific, including all
elected and appointed officials. Expenses shall refer to expenses
actually and necessarily incurred by an employee in the performance
of the official business of the City of Pacific.
B. Should
an employee of the City of Pacific incur expense in the performance
of official business of the City of Pacific, said employee may seek
reimbursement from the City for said actual expenses by submitting
a voucher of the approved form set forth by the City of expenses incurred
and it shall be certified by the employee as being true and correct.
C. The
City Clerk and/or the City Administrator is hereby designated as the
entity to whom the vouchers of expenses of employees shall be submitted.
The City Clerk and/or City Administrator shall be responsible for
reviewing said vouchers of expenses and for insuring reimbursement
of only those expenses of employees properly incurred.
D. The
cash advances are authorized in particular instances where a projected
expense is to be incurred by a particular employee and will pose a
financial burden on such employee. When said advances are authorized
the employee incurring such expenses shall submit a voucher for the
expenses actually and necessarily incurred and the balance of the
advance remaining after expenditures shall be submitted to the City
Clerk and/or City Administrator within ten (10) days after such expenses
are actually incurred.
[Ord. No. 1893 §1, 3-5-1996]
A. Approval.
1. Local (within a fifty (50) mile radius of the corporate limits
of the City of Pacific). Any request for training or permission
to conduct other official City business, outside of normal job duties,
which would occur outside the City limits, shall be approved by the
employee's supervisor.
2. Out of area (a location outside a fifty (50) mile radius
of the corporate limits of the City of Pacific). Training
or other official City business which involves travel beyond the local
area shall be approved in advance by the Mayor or City Administrator.
Approval is required in the case of elected officials or appointed
City employees.
B. Requests Made In Writing. All personnel, including elected
officials, seeking reimbursement for expenses authorized herein shall
complete a Travel Expense and Automobile Mileage voucher and provide
support documents to substantiate their request. The City Clerk is
authorized to create the necessary forms set forth herein and from
time to time as necessary.
C. Mileage Reimbursement. Use of a personal vehicle for pre-approved
City business shall be reimbursed at a rate established by resolution
of the Board of Aldermen. Parking fees, shuttle bus or taxi fares
incurred in the course of conducting City business may also be reimbursed
by the City.
D. Meal Expenses. Meal expenses for pre-approved travel shall
be reimbursed when not exceeding the limits as set forth or as hereby
established by resolution of the Board of Aldermen shall be thirty
dollars ($30.00) per day.
E. Lodging Expenses. Lodging expense shall be pre-approved
or pre-arranged in advance by the Mayor or City Administrator. The
use of lodging shall be limited to the minimum number of days needed
to attend training sessions or conduct other pre-approved official
City business.