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i <br /> Travel/Expense Policy <br /> Page 3 of 3 <br /> ----------------------------- <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 /> i) Expenses for-per-Sena!phone ea4s-. <br /> Expenses 10V111. <br /> iii) Expenses fer-other-personal expenses ehar-ged to the <br /> 5. CREDIT CARD: A credit card receipt and an itemized invoice or cash <br /> register receipt must be obtained for all credit card purchases relating to this <br /> 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) The amount of travel expense to be advanced shall be approved by <br /> the Department Head or the City Clerk <br /> ii) Itemized receipts are required for all expenses. <br /> iii) A signed Reimbursement Request with receipts must be submitted <br /> within 30 days of travel. <br /> iv) Any additional reimbursement due to the Employee shall be paid <br /> by the City based on the receipts submitted. <br /> V) Any refund due from the Employee shall be paid to the City within <br /> 10 days of submission of the Reimbursement Request. The refund <br /> due from the Employee shall be based on the actual receipts <br /> submitted. <br /> 7. OTHER: <br /> A) All reimbursements will be subject to tax required by IRS regulations. <br /> B) Phone calls for City business, parking, taxi and other travel expenses <br /> will be reimbursed. Receipts are required. <br /> G) T ,i 4 1 hall .hide phone one a ll , newspapers, gr-awities .1 4 <br /> C) Reimbursement shall not be made when receipts are not submitted as <br /> required. <br /> D) 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) 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 />