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CITY OF PEQUOT LAKES <br /> TRAVEL REGULATION & EXPENSE REIMBURSEMENT POLICY <br /> FOR CITY EMPLOYEES AND ELECTED OFFICIALS <br /> Adopted: 12-6-05 <br /> Amended: 10-1-13 <br /> The City of Pequot Lakes may reimburse employees, volunteers, appointed and elected <br /> Officials (hereafter referred to as Employees) for actual expenses incurred while acting as <br /> a representative of the City while conducting City Business, or attending approved <br /> conferences or training. Unless otherwise required by law, the following conditions must <br /> be met in order to qualify for reimbursement: <br /> 1. The expenditure must qualify as a public purpose expenditure as determined by <br /> State law and the Pequot Lakes City Council for which the City may use tax <br /> money. <br /> 2. Prior supervisory approval from the Department Head or City Clerk must be <br /> received before reimbursement will be made. <br /> 3. Reimbursement will be made only for actual out-of-pocket expenses which are <br /> directly related to the reason for which the Official is representing the City. <br /> Reimbursement shall be made in accordance with the rules stated in this policy.No <br /> reimbursement will be made to an Employee unless the reimbursement request meets the <br /> following criteria and the proper required documentation is included with the <br /> reimbursement request. <br /> 1. REIMBURSEMENT REQUEST: An itemized Expense Reimbursement Request <br /> form (as provided by the Clerk's Office) must be completed and submitted within <br /> thirty days following the date of the expense being incurred in order to be eligible <br /> for reimbursement. <br /> A) The expense report must be signed by the Employee requesting <br /> reimbursement and the Department Head or Council Liaison. <br /> B) Receipts are required as indicated within this policy. <br /> 2. TRAVEL: Whenever possible a City vehicle is to be used for authorized City <br /> related travel. <br /> A) If a City vehicle is not available, reimbursement will be made for the <br /> mileage incurred during travel for City business. <br /> i) Reimbursement will be made at the rate approved as the Federal <br /> Government mileage reimbursement rate. <br /> B) If a City vehicle is available, but the employee chooses to use their own <br /> vehicle for mileage incurred during travel for City business, and receives <br /> approval by either the Department Head or Council Liaison, mileage will <br /> be reimbursed at a reduced rate: <br /> - 20 - <br />