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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 />Department Head approves use of an employee's personal vehicle for City travel, the City will <br />reimburse the employee for miles driven 1n excess of the employees' normal mileage to and from <br />Work if not leaving from or returning to the work location pt the current IRS rate per mile. Mileage J <br />is not reimbursable through petty cash. Each request for reimbursement must show the following: <br />1. Online mapping directions printed showing total miles traveled on City business. <br />2. If not leaving from employees work location and or returning to work location, then online <br />mapping directions printed showing total miles to and from the employee's home an <br />normal work location. in order to subtract from #1 above. no exceptions. <br />3. Net miles claimed for the reimbursement. See examples below. <br />4. Business purpose of the trip. name of the event and entity/building location name. <br />5. Starting and ending addresses for each location,to substantiate mileage claim. <br />This level of detail must be documented and included 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 a a, (40 miles or more away from <br />City Hall) lodging accommodations may be provided by the City. All requests for lodging must be <br />submitted. and approved by the Department Head prior to payment. Actual costs for a single <br />occupancy room will be reimbursed, but charges shall be reasonable and consistent with the <br />facilities available. Each employee traveling on City business pursuant to this policy must obtain <br />his or her own hotel rooms. Employees are no allowed to share rooms while traveling on City <br />business, unless otherwise approved in adlAnce by the City Administrator or his/her designee, In <br />order to keep costs at a minimum, the emp ee or elected official shall stay at a host hotel or <br />motel, or a less expensive hotel at the discretion of the attendee's Department Head. The City will <br />not reimburse for costs associated with the attendance of a family member at a workshop, <br />conference, and other assignment. Printed detailed receipts are required for lodging and should <br />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 />Printed detailed meal receipts are required for and should accompany a request for reimbursement <br />form. The detailed meal receipt must include the food and beverage items ordered. The request for <br />reimbursement form must include an explanation of the public purpose for the meal and a list of <br />56IPage <br />/7 <br />/ / <br />i n. <br />/ <br />in <br />,n <br />Formatted: Underline <br />Deleted: <br />4 Formatted: Underline <br />Deleted: Total miles traveled on City business, minus normal <br />daily mileage to work from home and from work to home if the <br />employee does not start or end the trip at City offices. <br />Deleted: and entity traveled to. <br />Deleted: <br />Moved (insertion) [1] <br />Deleted: <br />Deleted: ¶ <br />Examples:¶ <br />The Department Head has approved a full day training at the City of <br />Anoka offices. The employee does not start or end the hip at their <br />normal work location, but rather from home.¶ <br />Total miles from home to Anoka 1611 <br />Return trip home 1611 <br />TOTAL MILES DRIVEN 32¶ <br />Normal miles from home to work (10)41 <br />Normal miles from work to home an <br />TOTAL MILES REIMBURSED 1211 <br />¶ <br />Example #21 <br />The Department Head has approved a half day training at the City of <br />Anoka offices. The employee DOES start and end the trip at their <br />normal work location.¶ <br />Total miles from work to Anoka 1611 <br />Return trip to work 16411 <br />TOTAL MILES DRIVEN 32¶ <br />¶ <br />TOTAL MILES REIMBURSED 321 <br />¶ <br />Example #3:11 <br />The Department Head has approved a half day training at the City of <br />Anoka offices. The employee DOES start from work location but <br />travels home directly from the training. Online maps should be <br />printed showing all locations of travel and mileages.¶ <br />Total miles from work to Anoka 16411 <br />Return trip directly to home 24¶ <br />TOTAL MILES DRIVEN 40¶ <br />Normal miles from work to home 10 ¶ <br />TOTAL MILES REIMBURSED 3011 <br />¶ <br />Example #4:411 <br />The Department Head has approved a half day training at the City of <br />Anoka offices. The employee DOES start from work location but <br />travels home directly from the training. Online maps should be <br />printed showing all locations of travel and mileages.¶ <br />Total miles from work to Anoka 1611 <br />Return hip directly to home 1011 <br />TOTAL MILES DRIVEN 26¶ <br />... [11_ <br />Deleted: The Department Head has approved a full day training <br />seminar held in the City of Anoka The employee does not start or <br />end the trip at City offices.¶ <br />¶ Total miles from home to Anoka 1611 <br />Moved up [1]: If it is necessary to rent a vehicle to conduct City <br />business, the City will reimburse employees or City Council <br />Members for the cost of renting a vehicle. Care should be taken to <br />rent the least expensive vehicle available. ¶ <br />¶ <br />Deleted: . <br />i <br />Deleted: <br />