[CC 1990 § 2-301; Ord. No. 817 § 1, 8-16-1993]
A.
In order to qualify for reimbursement, the expense must have been
incurred in his/her official capacity. No personal expenses shall
be submitted for reimbursement. Reimbursements for meals shall not
include the purchase of meals or drinks for the Mayor or any other
member of City Council or member of any board or commission or committee
or task force (unless circumstances should so warrant in conjunction
with an out-of-town conference), nor shall reimbursement be allowed
for any meal or activity that is not in conjunction with an official
meeting which the elected official is expected to attend. All requests
for reimbursement for qualifying meals shall be reimbursed at one
hundred percent (100%) of incurred cost.
B.
Reimbursement shall not be authorized for any product or supply.
If same is not readily available at City Hall, the elected official
shall submit his/her request to the City Administrator who shall be
responsible for obtaining it.
C.
Mileage reimbursement shall only be authorized for any vehicular
travel associated with official duties of the office held. This shall
not include travel to meetings or events which staff will be attending
in a City vehicle or travel to any other government, organization
or agency that a member of staff would routinely handle. Exceptions
can be allowed if the staff member has a schedule conflict which would
preclude his/her being able to offer a ride to the elected official,
if adequate space is not available in the staff member's vehicle to
accommodate everyone or if the elected official has a scheduling conflict
which would preclude his/her riding with a staff member. All exemptions
must be fully documented if reimbursement is sought.
D.
With regard to local organizations, if the City pays either an annual
membership fee or all meal expenses associated with meetings of such
an organization, mileage expenses incurred in attending the meeting
or event of any such organization shall not be reimbursed.
E.
In this and all other such circumstances, the City Administrator
is responsible for carrying out this policy and shall submit to the
Finance and Administration Committee any request for items, except
those requests not allowed under this policy.
[CC 1990 § 2-302; Ord. No. 817 § 1, 8-16-1993; Ord. No. 1088 § 1, 9-18-1995; Ord. No. 1308 §§ 1
— 2, 9-15-1997]
A.
General Regulations.
1.
The City's goals are to allow travel arrangements that conserve
public funds, provide equitable treatment of all personnel, and allow
travel in a manner that is dignified, and reflects credit on the City
of Chesterfield. These regulations are applicable for all travel expenses
incurred on behalf on the City by employees. Where these regulations
do not adequately cover a travel situation, the City Administrator
may authorize exceptions.
2.
Decisions as to which trips will be authorized are generally
made through the annual budget process. In general, no more than one
national and two (2) State conferences outside the St. Louis area
will be authorized for any Department Head or Executive Staff member
in any fiscal year. Attendance at other meetings outside the metropolitan
area may be authorized when the Department Head or Executive Staff
is an active participant in the national and/or State organization.
The City Administrator must approve all out-of-state travel requests
in advance. Attendance at various local professional and technical
conferences and meetings will be authorized as funds and time permit.
Good judgment and a proper regard for economy are expected in incurring
travel expense on behalf of the City.
3.
There is no objection to a spouse and/or other family members
travelling on an official trip, but no expenses attributable to them
will be reimbursed by the City.
B.
Travel Advance. No travel advances will be authorized, unless a specific
exemption is granted by the City Administrator.
C.
Travel Expense Report. Within five (5) days after returning from
a trip, a travel expense report (Appendix H) must be forwarded to
the Department of Finance. Required receipts should be attached to
the travel expense report.
D.
Use Of Commercial Carrier. Commercial carrier fares will be limited
to "coach" or "economy" fares when such services are available. Travel
to and from stations and airports may be by bus, limousine, taxi or
private vehicle (for which mileage will be paid), whichever is least
costly. If available, airport limousines should always be selected
over taxis. When possible, travel arrangements should be made through
the City's travel agency and billed directly to the City. Receipts
for transportation costs are required.
E.
Use Of Private Vehicles.
1.
Private vehicles may be used for travel on City business when
authorized by the City Administrator. Reimbursement will be limited
to the lower of:
2.
When two (2) or more people travel in the same private vehicle,
reimbursement will be paid to the owner of the vehicle. Mileage reimbursement
will be based on the actual number of miles driven while traveling
on City business.
F.
Travel Time.
1.
When necessary, one (1) day prior and one (1) day following
a meeting or conference shall be allowed for travel to and from an
approved meeting or conference.
2.
Scheduled returns shall be made on the day the conference or
meeting ends unless it ends late in the evening. In that event, the
following day may be allowed for travel.
3.
Employees should not drive to meetings and conferences when
travel time in route to the destination requires more than one (1)
day. In such instances, no reimbursement will be made for any lodging,
meals or other expenses incurred in route, unless prior approval is
received from the City Administrator.
4.
When an employee chooses to extend travel time to and from an
approved site, any excess time shall be considered vacation and charged
accordingly, unless prior approval is received from the City Administrator.
G.
Vehicle Rental. There may be an occasion when rental of a vehicle
may be required (i.e., great distance between hotel and conference
sites). Prior authorization must be given by the City Administrator.
The actual cost will be reimbursed and receipts will be required.
H.
Lodging.
1.
Hotels or motel reservations are expected to be made well in
advance to ensure that lodging is secured at moderate rates. Receipts
for lodging are required. Reimbursement of lodging will be limited
to the minimum number of nights required to conduct City business.
If a conference, for example, opens on Sunday evening and closes Thursday
noon, reimbursement for Sunday through Wednesday night would be allowed.
If an employee or City Official chooses to arrive earlier or stay
late, the additional lodging and other expenses related to this decision
are personal expenses and will not be reimbursed. There may be instances
in which significant savings in travel expenses may be achieved by
taking advantage of discount fare requiring an additional night's
stay. Prior authorization by the City Administrator will be required
to utilize this arrangement.
2.
Reimbursement of lodging expenses shall be exclusive of any
additional expenses for spouses or others.
3.
No lodging expense will be reimbursed for meetings or conferences
held in the St. Louis area unless prior approval is obtained from
the City Administrator.
I.
Meals. For meetings and conferences held outside the metropolitan
area or at such a distance that overnight lodging is required and
approved by the City Administrator, employees and City officials will
be reimbursed for meals. Reimbursement shall be made for the employee's
expenses up to thirty-five dollars ($35.00) per day for unreceipted
meal expenses and all true and reasonable costs in excess, if properly
receipted, for the City Administrator, Department Heads, and Executive
Staff, and up to thirty-five dollars ($35.00) per day maximum and
only when properly receipted for all other employees. The City Administrator
may approve unreceipted expense upon receipt of acceptable written
documentation that the expenditure was incurred and that a receipt
could not be obtained or was subsequently misplaced.
J.
Miscellaneous Expenses.
1.
Parking expenses may be reimbursed when reasonably necessary and
when required as a part of the travel process.
2.
Tips may be reimbursed not to exceed fifteen percent (15%) of the
amount reimbursable by the City.
3.
Taxi cabs may be reimbursed when necessary and justified as the only
reasonable means of transportation.
4.
Personal telephone calls may be reimbursed, while on out-of-town
travel, up to ten dollars ($10.00) per day.
5.
Actual expenses for the cost of gasoline may be reimbursed if properly
receipted if an employed uses a City-owned vehicle for travel.
6.
Professional luncheon meetings will be reimbursed at actual cost
of one price is charged for all participants.
7.
Expenses not ordinarily allowed under the provisions of these regulations
may be authorized by the City Administrator when justification exists.
K.
Registration Fees. Registration and tuition fees for preapproved
professional and technical meetings and conference will be reimbursed
if not prepaid by the City. Receipts will be required.
L.
Non-Reimbursable Expenses. Employees will not be reimbursed for expenses
incurred for alcoholic beverages, non-conference-related entertainment
costs, recreational activities or in-room movies.
M.
Reimbursement For Local Meeting Meals. Employees will be reimbursed
for all meal expenses associated with local meetings, such as organizations
for which the City pays an annual membership fee, as long as these
expenses have been included in the annual budget.
N.
Reimbursement For Supplies. Employees will be reimbursed for all
supply expenses when it is deemed appropriate by the employee's supervisor
for the employee to purchase supplies on behalf of the City.
O.
Reimbursement For Mileage. As the City makes pool cars available
to employees, it is the City's policy not to reimburse employees for
mileage, unless an exception is granted by the City Administrator
under extenuating circumstances.
