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<br />e <br /> <br />e <br /> <br />ADMINISTRATIVE REGULATIONS <br /> <br />IRA VEL AUTHORIZATION AND EXPENSE POLICY <br /> <br />1. Purpose of the Regulation <br /> <br />To protect the interest of the City and insure like treatment for all, uniform policies are established to <br />govern expense allowances to be granted City employees and City officials who travel out of the City on <br />City business. <br /> <br />2. Travel Authorization <br /> <br />All out-of-the-City travel at the expense of the City shall be made only on authorization of the <br />department head, with approval of the City Manager or one of the Assistant City Managers (City <br />Management). Before making a trip, the City employee must submit a "Travel Authorization Request" <br />form on which the nature of the trip, destination, times and dates of the beginning and end of official <br />leave and detail estimates of the cost must be stated. Same day travel or travel in the area requires only <br />the approval of the department head. <br /> <br />3. Advance Pavrnents <br /> <br />Employees will be allowed to request advance payment on estimated expenses to finance contemplated <br />travel on City business. Upon review, the City Management may authorize advance payment of the <br />estimated amount to the employee. When advance payments for travel expenses are made, the <br />reimbursement procedure, as stated in Section 6, must still be followed. Advancing money for travel <br />expense does not constitute approval for the expenditure of the entire amount so advanced, as all <br />expenditures must be justified and approved. <br /> <br />4. Expenses Aoproved For Reimbursement <br /> <br />The following list of expense classifications is for information and guidance in determining which <br />expenses are appropriate and reasonable when traveling on City business. The list is intended as a guide <br />and is not necessarily all-inclusive. Discretion remains with the City Management in approving travel <br />expenses to provide for unusual circumstances. <br /> <br />Items specifically prohibited include the purchase of personal items and alcoholic beverages. Prohibited <br />also are the expenses of the employee's family who accompany himlher on a trip. <br /> <br />Due to budgetary constraints, departments may set more restrictive policies for travel, but in no case can <br />the departmental policy exceed the limitations allowed in the City policy. <br /> <br />Officials and employees are expected to show good judgment about travel expenses and have proper <br />regard for economy in conducting business away from Baytown. <br /> <br />July 1, 1999 <br /> <br />Page 3 of 12 <br />