[Amended 8-24-2018; 1-27-2020 by Ord. No. 3-2020; 2-14-2022 by Ord. No. 1-2022; 1-9-2023 by Ord. No. 3-2023]
A. Policy. City employees shall be reimbursed for approved travel expenses
in a fair and equitable manner, and City taxpayers shall not be burdened
by excessive travel expenses.
B. Procedure.
(1) Prior to incurring any travel expense totaling over $50, a travel
request form (see Appendix A) shall be completed by the employee and approved by the
City Manager.
(2) An approved advance payment of the estimated total travel expense
may be requisitioned and obtained from the City Comptroller no earlier
than one workday prior to the first travel day.
(3) Employees should take care to obtain receipts for all travel-related
expenses. It is recognized, however, that there will be times when
it will be difficult, if not impossible, to obtain receipts (e.g.,
some taxi trips, group meals, etc.). In such cases the expense should
be explained in detail on the voucher. Under no circumstances will
alcohol be reimbursed. Each meal will be reimbursed based on the published
Federal Travel Regulation for government travel. Rates for subsequent
years will be established under the Federal Travel Regulations and
dictated by the City Comptroller. The website to find the per diem
rates is https://www.gsa.gov/travel/plan-book/per-diem-rates.
(4) The travel rates are issued to coincide with the federal government's
fiscal year of October to September. The City Comptroller is authorized
to adjust the rates in accordance with this schedule.
(5) Employees shall be expected to use the least expensive means of travel
available, consistent with the need to minimize non-productive travel
time.
(6) A mileage allowance for the use of privately owned automobiles will
be paid at the per mile rate equal to the rate used by the Internal
Revenue Service. City-owned cars should be used whenever possible.
Rates for subsequent years will be established by the Internal Revenue
Service and dictated by the City Comptroller.
Employees may, with the approval of the City Manager, have professional
organization dues payments made by the City, provided that:
A. The membership aids the employee in completing assigned duties and
responsibilities.
B. The professional dues payment is not of a career licensing or certification
nature, such as professional engineer, registered nurse, bar association
and similar situations.
C. There is an existing budgetary appropriation.