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Elected Officials Travel Guidelines - continued <br />Page 29 <br /> <br /> <br />reimbursed only if a specific, direct benefit to University City is <br />documented and pre-authorized by the Mayor. <br /> <br />C. Tips and gratuities up to 18% of the meal cost are reimbursable. <br />D. If registration includes meals, additional meals corresponding to those <br />covered by registration fees shall not be reimbursed separately. <br /> <br />V. Entertainment, Registration and Telephone Expenses: <br /> <br />A. No social or entertainment fees shall be reimbursed unless they are an <br />integral part of a conference or meeting, and included in the registration fee. <br />No tours, side trips, show tickets or other individual entertainment expenses <br />shall be reimbursed. The Mayor may pre-authorize reasonable <br />entertainment expenses for University City sponsored events during the <br />course of a conference. <br /> <br />B. Conference registration fees are authorized, but shall be obligated at the <br />earliest possible date to take advantage of discounts. No late fee shall be <br />paid. <br /> <br />C. Communication While At Conference: <br /> <br />1. Business telephone calls, facsimile transmissions, Internet access to <br />City Hall are reimbursable. <br /> <br />2. One reasonable length personal telephone call ( up to 10 minutes) each <br />to an official’s home and/or normal work place, per day, is reimbursable. <br /> <br />3. Use of special telephone services, such as cellular phones, shall be <br />minimized, and authorized only for extenuating circumstances. <br /> <br />VI. Frequency of Travel: <br /> <br />A. No Councilmember shall attend more than one national and two state <br />conferences in any fiscal year. The Mayor may attend two national <br />conferences and two state conferences annually. If an official is selected for <br />a leadership role of a national or state municipal oriented organization (not <br />just a voluntary member) recognized by the University City Council, then one <br />additional national meeting and/or two additional state meetings shall be <br />authorized, as appropriate for the organization. The Council may authorize <br />exceptions, as long as the total expenditure is kept within the specified <br />annual allocation, by a super majority of five votes. <br />I-1-r <br />October 1, 2007 <br /> <br />