back up for 10-01-2002 Special Called Regular Meeting

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I I I I I I I I I I I I I I I I I I I ~ TRANSPORTATION Transportation to the conference or meeting should be the least expensive mode to reduce City expenditures. A. AIR TRAVEL: Air travel is usually more economical in time and money when making a long trip. The least expensive airfare (advance purchase, non-refundable tickets) will be considered standard air travel. If advance purchase, non-refundable tickets are not available, other classes of airfare may be used with prior Department Director approval. If the employee pays for the tickets, a receipt must be obtained and submitted with the Travel Expense Report. When traveling out of state, many times the lowest airfare may be obtained by the employee spending additional time at their destination than required for business. If this occurs, consideration will be given to the rate least expensive to the City. Example: An employee is to attend a seminar in New York. The seminar is scheduled for Wednesday, Thursday and half a day Friday. Airfare to arrive in New York on Tuesday and leave New York on Friday is $950. Airfare to arrive in New York on Tuesday and leave New York on Sunday is $650. Hotel rooms in New York are $100 per night. Since the cost to stay until Sunday ($850, $650 airfare plus two extra nights at $100 each) is cheaper than coming back on Friday ($950), the employee may stay the extra time if they so desire. Any other costs (meals, phone calls) will be the responsibility of the employee. The City's liability for the employee ceases when they could have reasonably returned to the City. B. CAR RENTAL: Car rentals are the most expensive mode of transportation; therefore, local transportation such as taxis, shuttles, etc. should be utilized whenever possible. If a car is rented, City employees are covered under the City's insurance; consequently, all optional insurance should be declined. The employee will rent the most economical car available that will satisfactorily meet their needs. If shuttles are available from the airport to the hotel and/or the hotel to the conference, a car rental will be deemed unnecessary, unless approved in advance by the Department Director. Receipts are required. 4