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Travel/Expense Policy <br />Page 3 of 4 <br />5. CREDIT CARD: A credit card receipt and an itemized invoice or cash register <br />receipt must be obtained for all credit card purchases relating to this policy. <br />6. ADVANCE EXPENSE CHECK: If requested, an advance expense check may <br />be issued for estimated travel expenses. <br />A) The advance shall be issued pursuant to Minnesota Statute 471.97. <br />i) <br />The amount of travel expense to be advanced shall be approved by <br />Phone calls for City business, parking, taxi and other travel expenses will <br />the Department Head or the City Clerk <br />ii) <br />Itemized receipts are required for all expenses. <br />iii) <br />A signed Reimbursement Request with receipts must be submitted <br />required. <br />within 30 days of travel. <br />iv) <br />Any additional reimbursement due to the Employee shall be paid <br />The Employee is responsible for all lodging, meal, travel, and other <br />by the City based on the receipts submitted. <br />v) <br />Any refund due from the Employee shall be paid to the City within <br />The Employee, by signing the Reimbursement Request, acknowledges and <br />10 days of submission of the Reimbursement Request. The refund <br />agrees that all items included in the Reimbursement Request are legally <br />due from the Employee shall be based on the actual receipts <br />eligible for reimbursement and meet all of the provisions of this travel <br />submitted. <br />7. OTHER: <br />A) <br />All reimbursements will be subject to tax required by IRS regulations. <br />`- B) <br />Phone calls for City business, parking, taxi and other travel expenses will <br />be reimbursed. Receipts are required. <br />C) <br />Reimbursement shall not be made when receipts are not submitted as <br />required. <br />D) <br />Only actual expenses for the Employee shall be submitted and reimbursed. <br />The Employee is responsible for all lodging, meal, travel, and other <br />expenses of any individual accompanying the Employee. <br />E) <br />The Employee, by signing the Reimbursement Request, acknowledges and <br />agrees that all items included in the Reimbursement Request are legally <br />eligible for reimbursement and meet all of the provisions of this travel <br />policy and other applicable laws. <br />8. ELECTED OFFICIAL OUT -OF -STATE TRAVEL REGULATIONS: <br />A) Purpose: The City of Pequot Lakes recognizes that its elected officials <br />may at times receive value from traveling out of the state for workshops, <br />conferences, events and other assignments. <br />B) General Guidelines for Elected Officials: The event, conference or <br />assignment must be approved in advance by the City Council at an open <br />meeting and must include an estimate of the cost of the travel. Approval <br />