10.05 - Travel Regulations & Expense Reimbursement Policy Amendment

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Travel/Expense Policy Page 2 of 4 i) Employees should select the most economical airfare that fits the conference or meeting schedule. ii) An Employee may drive a City Vehicle and be reimbursed for fuel if authorized by a Council Liaison or Department Head. iii) An Employee may elect to drive a personal vehicle for personal reasons instead of utilizing air transportation with the following provisions: a) Prior written approval must be received from the Department Head or Council liaison. b) Mileage reimbursement will be made based on actual mileage to and from the destination(conference, meeting, etc.) 3. MEAL EXPENSES: Meal expenses while on authorized travel shall be reimbursed as follows: A) Receipts are not required for meal expenses, unless incurred as a credit card purchase or advance expense check. B) Reimbursement for meals will be as follows: > Breakfast $ 8.00 ➢ Lunch $12.00 > Dinner $20.00 C) Reimbursement shall not be made for meals included in the conference or meeting fee. D) Alcoholic beverages shall not be included in the meal reimbursement request. 4. LODGING: The City will pay for reasonable hotel accommodations during authorized travel. A) An itemized bill from the hotel is required. B) If possible, arrangements should be made for the hotel to bill the City directly. If arrangements cannot be made for direct billing,the City shall reimburse the employee for such reasonable lodging expenses except for personal expenses charged to the room. 5. CREDIT CARD: A credit card receipt and an itemized invoice or cash register receipt must be obtained for all credit card purchases relating to this policy. 6. ADVANCE EXPENSE CHECK: If requested, an advance expense check may be issued for estimated travel expenses. A) The advance shall be issued pursuant to Minnesota Statute 471.97. i) The amount of travel expense to be advanced shall be approved by the Department Head or the City Clerk