The provisions of this section shall apply to elected officials.
(a) 
Mileage reimbursements. Reimbursements for mileage shall be allowed only for actual miles traveled in connection with official City business. Elected officials who use their privately-owned automobiles in connection with official City business shall be entitled to receive mileage allowances at the standard mileage reimbursement rate authorized by 26 U.S.C. 162(a) and specified by the United States Internal Revenue Service in January each year, in its Revenue Procedures and IRS Publication 917. The City Clerk, City Treasurer and City Attorney shall be entitled to:
(1) 
Mileage reimbursement as set forth in the preceding paragraph; or
(2) 
The use of a City automobile; or
(3) 
Mileage reimbursement at the rate set forth in the City Vehicle Policy adopted January 9, 1978, as it presently reads or may hereafter be modified.
(b) 
Local expenses of elected officials. "Local expenses", for the purposes of this subsection, shall mean those expenses incurred less than 100 miles from the City. Such expenses shall be subject to the following requirements:
(1) 
Elected officials shall be entitled to reimbursement for actual expenses incurred on behalf of their spouses when accompanied by such spouses at local functions related to City business.
(c) 
Out-of-town expenses of elected officials. "Out-of-town expenses", for the purposes of this subsection, shall mean those expenses incurred at meetings, conferences, and seminars over 100 miles from the City. Such expenses shall be subject to the following requirements:
(1) 
Air travel shall be reimbursed at the coach rate, except in the event coach accommodations are not available. If an official travels first-class when coach accommodations are available, the official will not be entitled to reimbursement for the difference in rates.
(2) 
Reimbursements for auto travel shall not exceed coach air fare by the elected official.
(3) 
All expenses incurred by or on behalf of spouses shall be paid by the elected official.
(4) 
Where possible, hotel expenses shall be limited to the actual cost for a room at a hotel with average quality accommodations.
(5) 
When advantageous to the City, the City may directly pay air travel and hotel expenses.
(d) 
Expense vouchers. All reimbursements shall be claimed by an itemized expense voucher, and receipts shall be attached whenever possible. The information contained in expense vouchers shall include:
(1) 
The date of the incurred expense;
(2) 
The place of the incurred expense;
(3) 
The reason for the incurred expense;
(4) 
The persons present and/or covered by the expense; and
(5) 
The amount of the expense claimed.
In the event meals or other incidental expenses are included in a hotel bill or other all-inclusive bill, such items of expense shall be separately itemized on the expense voucher.
(§ 3, Ord. 2171 c.s., eff. April 28, 1976, as amended by § 1, Ord. 2224 c.s., eff. February 15, 1978, § 1, Ord. 2274 c.s., eff. July 25, 1979, § 2, Ord. 2446 c.s., eff. September 4, 1986, and § 1, Ord. 2820 c.s., eff. May 21, 1998)
Officers and employees of the City may be reimbursed for expenses incurred in connection with official City business provided such expenses are previously authorized by the City Manager. In no event shall the City Manager authorize expenses for officers and employees in excess of those expenses permitted elected officials by the provisions of Section 2-3.1301 of this article. Such officers and employees shall be subject to the same reporting procedures as are required for elected officials by said Section 2-3.1301. Expenses incurred for travel in excess of 100 miles from the City shall have the previous approval of the Council.
(§ 3, Ord. 2171 c.s., eff. April 28, 1976)