[Ord. No. 545, 3-16-2023]
A.
Employees will be reimbursed for necessary travel expenses incurred while carrying out official duties or attending authorized conferences and meetings on behalf of the City. Prior approval of the Mayor must be received.
B.
Expenses should be kept to a minimum. Receipts for all expenses, including meals during travel requiring an overnight stay, should be obtained and a travel expense report completed. The report, together with all receipts, should be promptly submitted to the supervisor who will forward these items to the City Clerk for reimbursements.
C.
If an activity takes the employee out of town, the employee will be reimbursed for actual transportation fare to and from the travel destination, actual room costs for overnight lodging, taxi fares, parking, tips and other travel-related expenses upon proper presentation of appropriate itemized receipts. With prior approval, rental car expenses will be allowed at conference or destination sites. Mileage for personal vehicles shall be those reasonable and necessary to conduct City business. Consideration should be given to the cost of mileage versus rental car expense.
D.
Travel by air or train should be on a coach fare. Special fare rates shall be taken advantage of whenever possible.
E.
Personal expenditures not related to the business of the trip will not be reimbursed including: items of personal hygiene, recreation and other amusements, personal phone calls, laundry and/or cleaning, side trips, room service, and alcoholic beverages. The City will not reimburse the cost of bringing another individual on the trip.