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possible, expenses for transportation, lodging and registration fees <br />should be charged directly to the City. In the event the employee <br />chooses to pay for items directly, the employee must submit a copy of <br />documents indicating the type of expense and proof of payment such as <br />an invoice showing payment, a credit card receipt or canceled personal <br />check. <br />B. Allowable travel expenses are as follows: <br />1. Registration Fees <br />a. Registration fees should be paid at the earliest possible date <br />to take advantage of discounts. No late fee will be paid. All <br />travel requests must be accompanied by a copy of the <br />conference announcement indicating the cost of registration. <br />2. Transportation and Mileage <br />a. Airfare should be at the least expensive rate and <br />arrangements should be made in advance to take advantage <br />of low-cost fares. <br />b. Automobile mileage will be paid according to the current <br />reimbursement allowance (currently $.485 per mile) not to <br />exceed the cost of the least expensive airfare. Additional <br />reimbursable costs allowed are parking, tolls and <br />transportation to and from the airport. <br />3. Lodging <br />a. City will reimburse employee for the least expensive, <br />adequate, single room rate (double rate if single not offered) in <br />the primary conference hotel. Employees may pay the <br />difference and upgrade to a larger room. For non-conference <br />hotels, the current U.S. General Services Administration (GSA) <br />guidelines shall be used as the standard. <br />b. Employees may determine the cost of lodging prior to travel <br />and request a City check for the appropriate amount. <br />4. Meals <br />a. Reimbursement shall be for actual expenditures, on a day-to- <br />day basis, not to exceed the daily limit as defined by the <br />current GSA guidelines. The Human Resources office will <br />maintain a current reference copy or employees may access <br />them at www.gsa.gov. <br /> <br />b. Meals must be substantiated by detailed receipts, not credit <br />card receipts, for employees only and for other officials when <br />for City benefit. <br /> <br />c. Tips are allowed up to 18%. <br /> <br />d. Meals covered by registration fees will not be reimbursed <br />separately to the employee. Documentation, such as the <br />October 1, 2007 <br /> <br />