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9.3 MILEAGE REIMBURSEMENT <br />A City vehicle should be used whenever one is available. If a City vehicle is not available, and the <br />Depaitinent Head approves use of an employee's personal vehicle for City travel, the City will <br />reimburse the employee for miles driven in excess of the employees' normal mileage to and from <br />work at the current IRS rate per mile. Each request for reimbursement must show the following: <br />1. Total miles traveled on City business, minus normal daily mileage to work from home and <br />from work to home if the employee does not start or end the trip at City offices. <br />2. Net miles claimed for reimbursement. <br />3. Business purpose of the trip and entity traveled to. <br />4. Starting and ending address to substantiate mileage claim. <br />Example: <br />The Depaitinent Head has approved a full day training seminar held in the City of Anoka. The <br />employee does not start or end the trip at City offices. <br />Total miles from home to Anoka 16 <br />Return trip to home 16 <br />TOTAL MILES DRIVEN THAT DAY 32 <br />Normal mileage to and from work is 10 miles each way (20) <br />TOTAL MILES TO BE REIMBURSED 12 <br />This level of detail must be documented on the request for reimbursement. <br />If it is necessary to rent a vehicle to conduct City business, the City will reimburse employees or <br />City Council Members for the cost of renting a vehicle. Care should be taken to rent the least <br />expensive vehicle available. <br />9.4 LODGING <br />When on City business outside the seven -county metropolitan area, (40 miles or more away from <br />City Hall) lodging accommodations may be provided by the City. Actual costs for a single <br />occupancy room will be reimbursed, but charges shall be reasonable and consistent with the <br />facilities available. In order to keep costs at a minimum, the employee or elected official shall stay <br />at a host hotel or motel, or a less expensive hotel at the discretion of the attendee's Department <br />Head. The City will not reimburse for costs associated with the attendance of a family member at <br />a workshop, conference, and other assignment. Printed detailed receipts are required for lodging <br />and should accompany a request for reimbursement form. <br />9.5 MEALS <br />When on City business, a maximum of three meals per day will be reimbursed by the City. <br />Attendees shall take advantage of all meals that are provided for and included in the registration <br />fee for workshops, conferences, or other assignments. The City will not reimburse for alcoholic <br />beverages, tobacco products or costs associated with family members. <br />531Page <br />