2002-09-24 City Council Travel Review Committee Meeting-no official minutes

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e e (c) Meals: Meal expenses will be reimbursed based upon a flat fee depending on when the trip started and ended as per Appendix A. Receipts are required for expenses above the per day allowance and cannot exceed the per diem rates established by the Internal Revenue Service publication 1542 using the high-low rates. Meals included as part of the registration fee will not be reimbursed. Copies of agendas from the event attended should be included with the expense report. Tips are included in the meal allowance. (d) Telephone: Telephone calls will be allowed reimbursement for official calls and messages only. (e) Registration Fees: Fees charged for registration at any convention or meeting are allowed for reimbursement. A receipt or some proof of the fee, such as a copy of the conference program setting forth the fee rate, must be provided with the Expense Report. (f) Lodging. Meals and Travel Time When Traveling by Personal Automobile: In instances where use of personal automobile for out-of-state travel is allowed for the convenience of the employee, lodging, meals, and other expenses will be allowed on the same basis as if the employee traveled by air. (g) Other Methods of Reimbursement: If the City is to be reimbursed for the employee's travel expenses by another government or agency, the employee may use the travel policy from that government or agency for reimbursement of his/her travel expenses. A copy of the travel policy for that government or agency must be attached to the employee's Expense Report. Also, employees from other governments or agencies working with the City through joint task force agreements :may use the travel policy of their government or agency. A copy of the travel policy for that government or agency must be attached to the Expense Report. (h) Incidental Expenses: Incidental expenses include, but is not limited to fees and tips for services, such as baggage handlers. It does not include expenses for laundry, cleaning and pressing of clothing, movie rental and snacks. Note - Laundry, cleaning and pressing of clothing will be reimbursed if stay is in excess of five (5) working days. (i) Non-Allowable Expenses: In-hotel pay television and videos, health clubs, spas, alcoholic beverages - dry cleaning or laundry. CD SpouselFamily Travel: When accompanied by a family member, an employee shall pay all incremental costs related to having the member along on the trip. Examples of incremental costs include the difference in lodging cost between single and double occupancy and all meal and incidental costs of the family. Spouses may accompany a City employee on official business with such expenses reimbursed by the City only when the spouse has specific duties to perform for the benefit of the City and such expenses are approved in advance by the City Management. Estimated costs of spouse travel must be clearly identified on the Travel Request Form for approval by the City Management. 5. Travel Expense Report July I, 1999 Page 5 of 12