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<br />Section 3. <br /> <br />Guidelines for the Reimbursement of Expenses. <br /> <br />Upon proper approval of reimbursement request, the City will reimbursemeBt all travel-related <br />expenses such as commercial transportation, lodging, meals, tips, registrations, parking fees, <br />communication charges, and other business-related expenses at actual cost. <br /> <br />(a) Transportation Expenses. <br /> <br />Reimbursement of transportation related expenses will be based upon the least expensive mode <br />of transportation available, unless a more expensive mode is necessary due to business-related <br />requirements. In determining the least expensive mode, commercial bus service will be <br />excluded. Reimbursement for mileage will be according to the maximum rate established under <br />Florida law if personal vehicles are used for business travel. <br /> <br />(b) Lodging. <br /> <br />Reimbursement of lodging expenses will be based on what is a normal and reasonable cost for <br />the area. Proximity to the conference, seminar, or meeting will also be taken into account. If an <br />extra double room is required because a spol:lse family member or personal guest has <br />accompanied an elected or appointed official or employee, the City will reimburse only the cost <br />of a single room. The City will reimburse any business-related communications costs <br />(telephone, fax, modem, etc.). The City will not reimburse the cost of any in-room movie or <br />personal communications costs. <br /> <br />( c) Meals. <br /> <br />Employees of the City shall be reimbursed meals at actual cost. Total meal cost includes food, <br />non-alcoholic beverages, taxes, and tips. Reimbursement of tips will be limited to 20% of the <br />total meal cost. The City will not reimburse the cost of any alcoholic beverages. <br />Reimbursement of meal expenses will be based on what is reasonable cost for the area. The City <br />will not reimburse meal costs to the extent they are lavish or extravagant. <br /> <br />(d) Advance for Anticipated Travel Expenses. <br /> <br />Employees of the City are eligible to receive advance payment up to the total amount of travel- <br />related expenses estimated prior to business travel. To receive a travel advance, elected officials <br />and employees must submit the request to the City Manager within a reasonable time prior to the <br />anticipated travel day. <br /> <br />(e) Procedures for the Reimbursement of Expenses. <br /> <br />After travel has been completed and reimbursable travel-related expenses have incurred, <br />employees of the City must complete a travel reimbursement form prepared by the City Manager <br />or and/or her designee to receive reimbursement. Travel reimbursement form along with receipts <br /> <br />U: \legislation \ordinances \Reimbursement Ordinance,doc <br /> <br />Page 2 <br /> <br />12/17/2003 <br />