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<br />e <br /> <br />e <br /> <br />(a) Transportation: The least expensive air fare (advance purchase, non-refundable tickets) will be <br />considered standard air travel. Other classes of air fare may be used if advance purchase, non- <br />refundable tickets are not available. Air travel is usually more economical in time and money <br />when making a long trip. <br /> <br />Round trip tickets shall be purchased when air, rail or bus transportation is used. Employees <br />should purchase tickets through a travel agency that will bill the City. A" Transportation <br />Authorization Request" should be completed and sent to Accounts Payable before tickets are <br />ordered. If the employee pays for the tickets, then receipts for travel expenditures must be <br />obtained and submitted with the Travel Expense Report. No travel allowances will be made over <br />the actual cost of travel. <br /> <br />Use of personal automobiles for travel may be approved when the convenience of the City is <br />served and when the convenience of the employee is served. When personal automobiles are <br />approved for the convenience of the City, reimbursement will be at the rate allowed by the <br />Internal Revenue Service using the most current "Official State Mileage Guide" to determine <br />mileage between cities. The same mileage reimbursement rate will be allowed between Baytown <br />and a Houston airport for employees (excluding employees who receive a monthly automobile <br />allowance) using personal automobiles to reach the airport. Parking fees will also be allowed if <br />the employee must park his/her car during the duration of his/her official leave of absence (a <br />receipt is necessary). <br /> <br />When personal automobiles are approved for the convenience of the employee, total allowance <br />shall in no case exceed the cost of the standard air travel. If an air travel rate is not available, the <br />allowance shall be determined by the City Management. When two or more employees are <br />traveling by personal automobile to the same destination on City business, they are encouraged to <br />car pool. <br /> <br />Mileage reimbursement will not be authorized for personal automobiles traveling within the City <br />or Harris and Chambers County if the employee is receiving a monthly automobile allowance <br />from the City. <br /> <br />Travel in City vehicles may be approved when circumstances warrant it. When such travel is <br />approved, purchase of gasoline, oil, other routine supplies and emergency repairs for the vehicle <br />will be allowed. The notation "City Vehicle Used" must be written on the Expense Report. All <br />receipts for such payments must be furnished to obtain reimbursements. Repairs to personal <br />vehicles will not be reimbursed by the City. <br /> <br />When air, rail or bus transportation is used, expenses for local transportation, such as taxicab <br />fare, will be allowed whenever such transportation is necessary for conducting City business. <br /> <br />(b) Lodging: Expenses will be allowed for adequate lodging. Hotel accommodations should be <br />appropriate to the purpose of the trip. Detailed receipts for lodging must be provided to obtain <br />reimbursement. The City uses IRS publication 1542 to verify the reasonableness of the hotel <br />reimbursement allowed. Refer to incidental expenses (Item h) for other charges incurred in <br />addition to lodging costs. <br /> <br />July 1, 1999 <br /> <br />Page 4 of 12 <br />