10-06-99 Meeting of the La Porte Development Corporation Minutes

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SECTION II: APPROVAL GUIDELINES Requests of employees for attendance and travel to out-of-town business-related meetings and events which require payment for registration, materials, meals, etc., and/or overnight stay must be approved in advance according to the following guidelines. Before making a trip, the employee must submit a Travel Request Form on which the nature (purpose) of the trip, destination, and dates of travel as well as estimate of cost must be stated. The Travel Request will also be the official authorization for Payroll Deduction of any outstanding Advance with an unsubmitted Expense Report. The following list of expense classifications is for information and guidance in determining which expenses are appropriate and reasonable when traveling on City business. The list is intended as a guide and is not necessarily all-inclusive. Discretion remains with the City Manager or his designee in approving travel expenses to provide for unusual circumstances. Items specifically prohibited include the purchase of personal items and alcoholic beverages. Prohibited also are the expenses of the employee's family who accompany him/her on a trip. The expense report must be prepared to reflect only those expenses incurred by the employee. Employees are expected to exercise good judgment regarding travel expenses and have proper regard for economy in conducting business away from La Porte. MEALS For those employees below the Executive Level, as well as all Boards and Commissions traveling on official City business, a "per diem allowance" is in effect for meals. For the purpose of travel, Executive Level is defined by the City Manager. A "per diem allowance" is a payment made for meals and incidental expenses based on the locality of travel. The daily allowance paid is based on the amount the IRS approves each year as a tax-free allowance for travel. The IRS updates these allowances on a yearly basis and the Finance Department will provide new rates to each department as soon as they are available. "Incidental expenses" include, but are not limited to: fees and tips for services, such as waiters and baggage handlers. Employees are required to adhere to the per diem limit which includes tips. When using this flat rate for meals purchased while traveling, employees will not need to return meal receipts to the Finance Department. For partial days away from home, the federal per diem allowance must be prorated. Under IRS regulations one-third of the applicable rate is used for each meal of the day during which the employee is traveling away from home. To qualifY for a full day per diem, employees must leave their residence as established by IRS policies. 2