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<br />e <br /> <br />e <br /> <br />APPENDIX A <br /> <br />TRAVEL POLICY CLARIFICATIONS <br /> <br />Employees do not use the Travel Authorization Request form for same day travel from any location in Harris, <br />Chambers, or Galveston counties. Reimbursement can be received either from petty cash or by completing a <br />Travel Expense Report approved by the department director. The miles driven and the mileage reimbursement <br />rate must be shown on the document used for reimbursement. If the employee uses a personal automobile, <br />reimbursement for mileage will be at the "standard mileage rate" allowed by the Internal Revenue Service (IRS). <br />The mileage reimbursement rate will be updated to remain consistent with the IRS reimbursement rate. <br /> <br />TRAVEL AUTHORIZATION REQUEST FORM <br /> <br />This form must be completed before an employee can go on any trip. The travel policy requires that the <br />department director and the City Management approve any city business trip before the employee can leave. If <br />the trip is not approved, it is possible the employee will not be reimbursed. The template for the Travel <br />Authorization Form contains instructions for completing the form. To complete the Request form, fill in the <br />blanks: <br /> <br />A. Name - The name of the employee requesting permission to take a trip. <br /> <br />B. Department - The name of the department to which the employee is assigned. If the department <br />is divided into divisions, use the name of the division. <br /> <br />C. Destination - The name of the city to which the employee will be traveling. <br /> <br />D. Date and Time of: <br /> <br />1. Departure - The date and time of departure. <br /> <br />2. Return - The date and time the employee will return to Baytown. <br /> <br />E. Purpose of the Trip - The reason the employee is taking the trip (to attend conference, meeting <br />concerning grant, etc.). <br /> <br />F. Account Number - The organization and account number to which the expenses for this trip are <br />to be charged. For example, currently the account number for travel expenses is 74041. <br /> <br />G. Social Security Number. <br /> <br />H. Others going to the same destination for the same purpose. <br /> <br />The employee must sign the Request form and have his/her department head and City Management <br />sign to indicate their approval of the trip. The employee is to send the completed form to Accounts <br />Payable for check issuance. Several vendors can be paid using the Travel Authorization Request form. <br />Include names and address of vendors for hotel and registration payments on the form. <br /> <br />July I, 1999 <br /> <br />Page 7 of 12 <br />