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<br />e <br /> <br />e <br /> <br />Any employee traveling on City business shall complete the "Travel Expense Report" in which a detail <br />record of his /her expenses must be stated. All items must be supported by receipts attached to the report <br />unless specifically exempted by this policy. <br /> <br />6. Reimbursement <br />To be reimbursed for travel expenditures, the employee must sign and have his/her department head <br />approve his/her "Travel Expense Report" and submit it to the Finance Department within five working <br />days after his/her return to Baytown. No reimbursement will be made or travel account closed until the <br />"Travel Expense Report" has been approved by the department head and the Finance Department. The <br />department head shall check for reasonableness and the Finance Department shall review the expenses <br />and check the accuracy of transportation costs and time covered. Where cause necessitates, the report <br />will be submitted to the City Management, together with the opinions of the department head and the <br />Finance Department, for review. <br /> <br />7. Settlement of Advance Pavments <br />If an employee has drawn expense money in advance, a settlement must be made on the basis of actual <br />expenses and the unused balance promptly deposited with the Finance Department. If actual expenses <br />exceed the estimate, upon approval of the Finance Department, the employee will be reimbursed by the <br />City. Again, it is emphasized that when advance payments are made, they do not constitute approval to <br />spend this amount. All expenditures must be justified. Expenses not justified by the employee must be <br />reimbursed to the City and can be deducted from the employee's payroll check.. Reimbursement should <br />be deposited with the central caisher and the reciept should be attached to the Travel Expense Report. <br /> <br />Monte Mercer <br />City Manager <br />o <br /> <br />July 1, 1999 <br /> <br />Page 6 of 12 <br />