Laserfiche WebLink
conference agenda, must be provided to substantiate meal <br />expenses. <br /> <br />I-1-i <br />5. Local Transportation at a Conference <br />a. Rental cars are not authorized without prior approval of the <br />City Manager. <br />b. Taxi fares are authorized where convenient lower cost <br />transportation is not available. <br />c. Airport vans, buses or airport group limousines are <br />reimbursable. <br /> <br />6. Other <br /> <br />a. Business telephone calls, faxes and internet access costs are <br />reimbursable if necessary to perform City business. <br /> <br />b. One reasonable call (up to 10 minutes) per day to the <br />employee’s home is reimbursable. <br /> <br />c. Miscellaneous expenses shall be itemized on the expense <br />report and accompanied by receipts for payment. Justification <br />for the expense must be provided with the expense report. <br /> <br />IV. Advances <br />Advance payment to employees for travel expenses will not be provided on a <br />routine basis. Whenever possible expenses should be paid directly by City <br />check or charged to a City credit card. During travel, employees are directed <br />to use a City credit card (when available), personal credit cards, or personal <br />funds. <br /> <br />Cash advances for payment of expenses will only be approved in exceptional <br />cases such as when a City credit card is unavailable, a personal credit card is <br />unavailable or when it would be considered a hardship for an employee to pay <br />for meals and other items directly prior to reimbursement. In the event an <br />advance is needed, justification for such cases must be approved by the <br />Department Director and Finance Director prior to an advance being issued. <br /> <br />V. Exclusions <br />A. The City will not expend funds for a spouse or other person’s meals or <br />expenses. <br /> <br />B. No social or entertainment fees including side trips or tours will be paid <br />for by the City unless an integral part of the conference or meeting. <br /> <br />C. Alcoholic beverages, personal expenses, and expenses for co-travelers <br />are explicitly prohibited. Reimbursement of premium prices for “2 for 1" <br />companion travel packages is excluded beyond the lowest available <br />single fare. <br />October 1, 2007 <br /> <br />