10.05 - Travel Regulations & Expense Reimbursement Policy Amendment

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City of Pequot Lakes Travel Regulations and Expense Reimbursement Policy For City Employees and Elected Officials Adopted: 12/6/2005 Revised: 11/6/2007 The City of Pequot Lakes may reimburse employees, volunteers, appointed and elected Officials (hereafter referred to as Employees) for actual expenses incurred while acting as a representative of the City while conducting City Business, or attending approved conferences or training. Unless otherwise required by law, the following conditions must be met in order to qualify for reimbursement: 1. The expenditure must qualify as a public purpose expenditure as determined by State law and the Pequot Lakes City Council for which the City may use tax money. 2. Prior supervisory approval from the Department Head or City Clerk must be received before reimbursement will be made. 3. Reimbursement will be made only for actual out-of-pocket expenses which are directly related to the reason for which the Official is representing the City. Reimbursement shall be made in accordance with the rules stated in this policy.No reimbursement will be made to an Employee unless the reimbursement request meets the following criteria and the proper required documentation is included with the reimbursement request. 1. REIMBURSEMENT REQUEST: An itemized Expense Reimbursement Request form(as provided by the Clerk's Office)must be completed and submitted within thirty days following the date of the expense being incurred in order to be eligible for reimbursement. A) The expense report must be signed by the Employee requesting reimbursement and the Department Head or City Clerk. B) Receipts are required as indicated within this policy. 2. TRAVEL: Whenever possible a City vehicle is to be used for authorized City related travel. A) If a City vehicle is not available,reimbursement will be made for the mileage incurred during travel for City business. i) Reimbursement will be made at the rate approved as the Federal Government mileage reimbursement rate. B) If out of state travel is required, air transportation is recommended and will be reimbursed by the City.