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<br />Those individuals at the Executive Level are allowed to choose between the Per Diem Allowance and <br />the reimbursing method for meals. If the reimbursing method is selected, meals will be reimbursed at <br />actual costs. No reimbursement will be made for the cost of alcoholic beverages. Tips and/or gratuity <br />should be limited to 15% of the total food bill. Receipts are required. <br /> <br />TRANSPORTATION <br /> <br />Transportation to the conference or meeting should be the least expensive mode to reduce City <br />expenditures. <br /> <br />A. AIR TRAVEL: Air travel is usually more economical in time and money when <br />making a long trip. The least expensive air fare (advance purchase, non-refundable <br />tickets) will be considered standard air travel. If advance purchase, non-refundable <br />tickets are not available, other classes of air fare may be used with prior Department <br />Director approval. If the employee pays for the tickets, a receipt must be obtained and <br />submitted with the Travel Expense Report. <br /> <br />When traveling out of state, many times the lowest airfare may be obtained by the <br />employee spending additional time at their destination than required for business. if <br />this occurs, consideration will be given to the rate least expensive to the City. <br />Example: An employee is to attend a seminar in New York. The seminar is scheduled <br />for Wednesday, Thursday and half a day Friday. Airfare to arrive in New York on <br />Tuesday and leave New York on Friday is $950. Airfare to arrive in New York on <br />Tuesday and leave New York on Sunday is $650. Hotel rooms in New York are $100 <br />per night. Since the cost to stay until Sunday ($850, $650 airfare plus two extra nights <br />at $100 each) is cheaper than coming back on Friday ($950), the employee may stay <br />the extra time if they so desire. Any other costs (meals, phone calls) will be the <br />responsibility of the employee. <br /> <br />The City's liability for the employee ceases when they could have reasonably <br />returned to the City. <br /> <br />B. CAR RENTAL: Car rentals are the most expensive mode of transportation; <br />therefore, local transportation such as taxis, shuttles, etc. should be utilized whenever <br />possible. If a car is rented, City employees are covered under the City's insurance; <br />consequently, all optional insurance should be declined. The employee will rent the <br />most economical car available that will satisfactorily meet their needs. If shuttles are <br />available from the airport to the hotel and/or the hotel to the conference, a car rental <br />will be deemed unnecessary, unless approved in advance by the Department Director. <br />Receipts are required. <br /> <br />3 <br />