This policy is intended to:
(1) 
Provide a clear and consistent understanding of the city council’s travel and educational expense reimbursement policy;
(2) 
Ensure compliance with applicable federal, state and local regulations; and
(3) 
Explain requirements that promote the reasonableness of costs incurred by members of the council for educational and travel expenses.
(Ordinance 1076 adopted 1/26/09)
For the purpose of this expense reimbursement policy, the following words and phrases shall have the meanings ascribed to them by this section:
Advance.
A request for travel or training related expenses prior to the travel or training event.
Councilmembers.
The mayor, mayor pro tem and remaining four members of the city council.
Final reconciliation.
A detailed report documenting the expenses, filed with the city’s director of finance upon return from the travel or training event.
Local travel.
Traveling away from home to conduct business on behalf of the city that does not require the councilmember to be away from home overnight.
Mileage allowance.
A payment for personal vehicle expenses incurred on behalf of the city and paid at a flat rate for local travel or travel away from home.
Off-site training expense reimbursement policy.
A policy adopted by the city council on May 8, 2001, and revised on November 26, 2001, that governs the city’s reimbursement for employees’ off-site training expenses.
Overnight travel.
Any travel while on official city business requiring the councilmember to stay away from home and outside the city overnight.
Per diem allowance.
A payment that is made for meals and incidental expenses for business travel away from home that is paid at the applicable per diem rate.
Training event.
A conference, workshop, retreat, seminar, meeting or similar event whereby the councilmember receives information beneficial to his or her leadership role with the city or its affiliated agencies/organizations.
(Ordinance 1076 adopted 1/26/09)
For purposes of educational training and travel for members of the council, the following expenses will be reimbursed by the city:
(1) 
Conference, seminar or workshop registration fees;
(2) 
Transportation to, from and during the training event by use of one or more of the following:
(A) 
Personal vehicle;
(B) 
Air, rail or bus by common carrier;
(C) 
Rental vehicle;
(3) 
Overnight lodging;
(4) 
Hotel and/or airport parking fees;
(5) 
Telephone calls, with personal calls being limited to one per day not to exceed $5.00 daily;
(6) 
Meals, including tips at the amounts dictated in the off-site training expense reimbursement policy; and
(7) 
Conference, seminar or workshop instructional materials not included within the normal registration fee.
(Ordinance 1076 adopted 1/26/09)
The following expenses are not reimbursable under this policy:
(1) 
Personal entertainment, including in-room movies;
(2) 
Alcoholic beverages;
(3) 
Upgrades in air travel, hotel stays or car rentals;
(4) 
Laundry or valet service;
(5) 
No-show charges;
(6) 
Personal grooming services;
(7) 
Personal telephone charges in excess of reasonable calls to home;
(8) 
Trip insurance;
(9) 
Mileage for persons gratuitously transported by another;
(10) 
Excess mileage beyond that required for city business;
(11) 
Personal automobile repairs;
(12) 
Meals, if a meal is included as part of a registration fee; and
(13) 
Tips and gratuities for baggage, maid service, meals, etc., paid above the per diem allowance noted in the off-site training expense reimbursement policy.
(Ordinance 1076 adopted 1/26/09)
(a) 
Councilmembers should spend city funds prudently; business travel expenses will be either paid or reimbursed by the city if they are reasonable, necessary and in accordance with this policy. Councilmembers who incur business travel expenses should neither gain nor lose personal funds as a result of their travel or training exercise.
(b) 
The traveler is responsible for submitting all forms, bills or invoices related to his/her travel within twenty (20) days of returning to the city.
(c) 
Receipts for lodging, air/rail/bus fare, registration fees, materials fees and meals are always required for reimbursement. Travel mileage fees for use of a personal vehicle will be paid per diem as dictated in the off-site training expense reimbursement policy.
(d) 
The city will provide reimbursement to said traveler within fourteen (14) days from the date the traveler provides all invoices, bills or forms to the city’s director of finance.
(Ordinance 1076 adopted 1/26/09)
(a) 
The city encourages councilmembers to make use of its corporate credit card to pay for business and travel expenses; however, there may be times when a cash advance for travel is required. Advances will be issued no earlier than one week prior to the departure/training event date. Any advances will be deducted from the councilmember’s next submitted expense report.
(b) 
The maximum per diem rate for lodging, meals and miscellaneous expenses combined shall be two hundred dollars ($200.00) per day.
(c) 
Receipts for lodging, meals, transportation, registration and other miscellaneous expenses are subject to the requirements outlined in section 1.03.065(b).
(Ordinance 1076 adopted 1/26/09)
The requirements and regulations outlined within this policy shall be applicable to councilmembers either utilizing the city’s corporate credit card or their personal funds with the expectation of being reimbursed following the training event or travel period.
(Ordinance 1076 adopted 1/26/09)