Officials and employees of the city are entitled to reimbursement of certain expenditures incurred while on official business of the city. Reimbursable expenses shall include expenses for transportation, lodging, meals, tips and other actual and necessary expenses related to official business.
Official business means performance of officially assigned duties, travel for approved public purposes, attendance at approved meetings or training or education seminars, attendance at approved conferences, and other approved sessions involving municipal affairs or other activities concerning the business of the city. Approval shall be obtained from the mayor/designee.
(Ord. 504 § 1, 1994)
To qualify for reimbursement, expenses must be directly related to the conduct of business or service to the city and be actual, reasonable and necessary under the circumstances. Unnecessary or excessively costly expenditures will not be reimbursable. Exceptions to the policies and regulations set forth herein may be made only for unusual or extenuating circumstances upon the written directive of the mayor regarding expenses of the employees and the city council for the elected officials.
(Ord. 504 § 2, 1994)
No claim for reimbursement shall be paid unless it is accompanied by a bona fide receipt. Receipts should show the date, a description of the purchase, vendor identification, and amount paid. Credit card receipts are required if credit cards are used. Meal ticket stubs or invoices will be accepted as long as the name of the restaurant and date of issue are included. Other rules for documenting specific types of expenses are identified below.
(Ord. 504 § 3, 1994)
The actual and necessary costs of meals incurred while conducting official business is reimbursable. Payment for table service at a restaurant, commonly referred to as a tip, is reimbursable but may not exceed fifteen percent of the restaurant price of the meal. Actual meal costs must be documented by a receipt.
When a receipt is unavailable, amounts on the following schedule may be claimed subject to the policies of this chapter. The listed amounts are amounts allowable (tip included) for meal claims submitted without a receipt:
Meal costs must be actually incurred by the claimant to be reimbursable. Direct billing to the city by a restaurant is prohibited. If meal costs for persons other than the claimant are included, those persons must be entitled to reimbursement in their own right, and they shall be listed by name and title in the claim documentation.
Unauthorized and unpermitted meal costs include, but are not limited to, liquor and expenses of a spouse or other person authorized to receive reimbursement under this chapter.
(Ord. 504 § 4, 1994)
The actual and necessary costs of travel for official business are reimbursable pursuant to the following guidelines.
City Vehicles. Necessary out of area costs for operation of city vehicles, such as gas, oil, tires and repairs.
Personal Vehicles. Authorized use of private vehicles shall be reimbursed at the prevailing Internal Revenue Service reimbursement rate for actual miles traveled. In no event shall reimbursement for actual miles driven exceed an amount equal to round trip coach fair by common carrier. No reimbursement shall be allowed for mileage from home to normal work location or return.
Rental Vehicles. Vehicle rentals must be approved in writing in advance by the mayor/designee.
Air Travel. Advance arrangements and authorization for air travel should be made using a travel request memo. No reimbursement shall exceed the cost of a coach fare by common carrier. Pricing quotes should be obtained by the city before booking to ensure low cost.
Other Travel Expenses. Other travel expenses such as bus and taxi fare, bridge or other tolls, parking, ferry, porter, bellman and the like (not including maid service) are reimbursable if itemized on the reimbursement form. Reasonable amounts for porter service, bellman service and the like are considered to be necessary payment for such service. Receipts shall be submitted where possible. If any individual item exceeds ten dollars, a receipt is required before reimbursement will be authorized.
(Ord. 504 § 5, 1994)
Actual and necessary hotel/motel accommodations will be reimbursed or paid in advance, limited to the maximum single room rate of the specific hotel or motel. A vendor's receipt is required for all accommodations. In the event the receipt includes nonreimbursable expenses, the claimant shall be responsible for the expense. When booking accommodations every effort should be made to book a government rate or any other favorable rate made available by the vendor for official business.
(Ord. 504 § 6, 1994)
Reimbursable incidental expenses include:
Laundry expenses if away from home on official business four or more working days;
Telephone, FAX and postage expenses. One telephone call home if away from home for more than twenty-four hours shall be considered a business expense if the call is for a reasonable amount of time (no longer than fifteen minutes).
Nonreimbursable incidental expenses include:
Theft, loss or damage to personal property;
Expense of a spouse, family or other person not authorized to receive reimbursement under this chapter;
Barber or beauty parlor;
Airline or other trip insurance;
Personal postage, reading material, and telephone calls not related to official business;
Personal toilet articles;
(Ord. 504 § 7, 1994)
All claims for reimbursement shall be submitted on approved forms supplied by the administrator. If a travel advance has been obtained, the amount of the advance and the actual costs incurred must be reconciled within five days of the return of the employee. All claims for reimbursement must be submitted within thirty days of incurring the expense or the claim will be denied.
Claims requiring special or written approval by the administrator must include such documentation.
All noncouncil reimbursement claims must be authorized by the claimant's department head and administrator.
Claims of councilmembers must be approved by the council audit committee.
All approved reimbursable expense claims shall be paid and charged to the fund and department responsible for the expenses of the claimant. Minor expense items may be paid out of the petty cash fund.
(Ord. 504 § 8, 1994)