11.01 - Travel Policy - Laserfiche WebLink

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Travel/Expense Policy Page 3 of 3 ----------------------------- `-- 4. LODGING: The City will pay for reasonable hotel accommodations. 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: i) Expenses for personal phone calls. ii) Expenses for meals charged to the room. iii) Expenses for other personal expenses charged to the room. 5. 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) Receipts are required for all expenses. ii) A signed Reimbursement Request with receipts must be submitted within 30 days of travel. iii) The amount of travel expense to be advanced shall be approved by the Department Head or the City Clerk iv) Any additional reimbursement due to the Employee shall be paid by the City based on the receipts submitted. V) Any refund due from the Employee shall be paid to the City within 10 days of submission of the Reimbursement Request. The refund due from the Employee shall be based on the actual receipts submitted. 6. OTHER: A) All reimbursements will be subject to tax required by IRS regulations. B) Alcoholic beverages shall not be included in the meal reimbursement request. C) Incidentals shall include phone calls, newspapers, gratuities and etc. D) Reimbursement shall not be made when receipts are not submitted as required. E) Only actual expenses for the Employee shall be submitted and reimbursed. The Employee is responsible for all lodging, meal, travel, and other expenses of any individual accompanying the Employee. F) The Employee, by signing the Reimbursement Request, acknowledges and agrees that all items included in the Reimbursement Request are legally eligible for reimbursement and meet all of the provisions of this travel policy and other applicable laws.