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

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e e the registration fee, put ''Nt An to indicate that there are no expenses claimed for the meal. 4. Telephone - The City will reimburse for telephone expenses that are for official city business. Enter the amount under the appropriate date. 5. Parking Fees - To be utilized for all parking fees including airport parking and hotel parking. To be reimbursed, receipts must be attached. If the employee parked at a parking meter, write meter parking beside "Parking Fees" and the City will reimburse up to two ($2.00) dollars per day. No receipts are required for reimbursement. Enter the amount under the heading "Employee Paid". 6. Registration - If the registration fee was prepaid by the City enter the amount that was paid under the appropriate date in Section A and under the heading "Prepaid"in Section B. Receipts are not required. If the employee paid the registration fee, enter the amount under Section A only. For reimbursement, the receipts must be attached to the report. 7. Miscellaneous/Incidental Expenses - The City will reimburse for other expenses deemed necessary for official city business (Le., postage, etc.). List the type of expenses and enter the amount under the appropriate date. Incidental expenses include, but is not limited to fees and tips for services, such as waiter and baggage handlers. Tips should generally not exceed fifteen percent (15%) of the cost of meals. 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. SECTION B - Items Prepaid by or Charged to City The purpose of this section is to account for costs listed in Section A that should not be reimbursed to the employee since the employee did not pay for the expense. This section would track costs that were paid in advance, paid by City credit card or being directly billed to the City. List expenses in the appropriate category based on type of expenditure and method of payment. SECTION C - Mileage Record actual mileage and the corresponding detail in this section. Total mileage per day will be automatically calculated, multiplied times the current reimbursement rate and recorded in Section A. The mileage rate is reviewed and revised each January to reflect the rate allowed by the Internal Revenue Service. The mileage reimbursement rate and an official mileage guide for several cities is included in Appendix B. MAKE SURE THAT YOU ARE USING THE CURRENT APPENDIX B. Information regarding mileage to cities not listed can be obtained by contacting the Finance Department. Unless otherwise authorized, the Official State Mileage Guide for Texa.s should be utilized. July 1, 1999 Page 9 of 12