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Travel/Expense Policy <br />Page 2 of 4 <br />----------------------- - - - - -- <br />3 <br />4. <br />reimbursed at a reduced rate: <br />depreciation of the vehicle. <br />EQ If out of state travel is required, air transportation is recommended and <br />will be reimbursed by the City. <br />i) Employees should select the most economical airfare that fits the <br />conference or meeting schedule. <br />ii) An Employee may drive a City Vehicle and be reimbursed for fuel <br />if authorized by a Council Liaison or Department Head. <br />iii) An Employee may elect to drive a personal vehicle for personal <br />reasons instead of utilizing air transportation with the following <br />provisions: <br />a) Prior written approval must be received from the <br />Department Head or Council liaison. <br />b) Mileage reimbursement will be made based on actual <br />mileage to and from the destination (conference, meeting, <br />etc.) <br />MEAL EXPENSES: Meal expenses while on authorized-travel shall be <br />reimbursed as follows: <br />A) Receipts are not required for meal expenses, unless incurred as a credit <br />card purchase or advance expense check. <br />B) Reimbursement for meals will be as follows: <br />➢ Breakfast $ 8.00 <br />➢ Lunch $12.00 <br />➢ Dinner $20.00 <br />C) Reimbursement shall not be made for meals included in the <br />conference or meeting fee. <br />D) Alcoholic beverages shall not be included in the meal reimbursement <br />request. <br />LODGING: The City will pay for reasonable hotel accommodations during <br />authorized travel. <br />A) An itemized bill from the hotel is required. <br />B) If possible, arrangements should be made for the hotel to bill the City <br />directly. If arrangements cannot be made for direct billing, the City shall <br />reimburse the employee for such reasonable lodging expenses except <br />for personal expenses charged to the room. <br />