City of Pacific, MO Article V Miscellaneous Provisions

Section 120.170 Reimbursement of Expenses and Cash Advances.

[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.

Section 120.180 Travel and Related Expenses. [1]

[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.

[1] Editor's Note: Also see the Personnel Manual, Chapter 11, Travel Expenses.