Agenda - Council - 03/13/2018 - Laserfiche WebLink

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9.3 MILEAGE REIMBURSEMENT A City vehicle should be used whenever one is available. If a City vehicle is not available, and the Department Head approves use of an employee's personal vehicle for City travel, the City will reimburse the employee for miles driven in excess of the employees' normal mileage to and from work if not leaving from or returning to the work locationpt the current IRS rate per mile. Mileage is not reimbursable through petty cash. Each request for reimbursement must show the following: 1. Online mapping directions printed showing total miles traveled on City business. 2. If not leaving from employees work location and or returning to work location, then online mapping directions printed showing total miles to and from the employee's home an normal work location, in order to subtract from #1 above, no exceptions. 3. Net miles claimed for the reimbursement. See examples below. 4. Business purpose of the trip, name of the event and entity/building location name. 5. Starting and ending addresses for each locationjo substantiate mileage claim. This level of detail must be documented and included on the request for reimbursement. If it is necessary to rent a vehicle to conduct City business, the City will reimburse employees or City Council Members for the cost of renting a vehicle. Care should be taken to rent the least expensive vehicle available. 9.4 LODGING When on City business outside the seven -county metropolitan area, (40 miles or more away from City Hall) lodging accommodations may be provided by the City. All requests for lodging must be submitted, and approved by the Depaiintent Head prior to payment. Actual costs for a single occupancy room will be reimbursed, but charges shall be reasonable and consistent with the facilities available. Each employee traveling on City business pursuant to this policy must obtain his or her own hotel rooms. Employees are not allowed to share rooms while traveling on City business, unless otherwise approved in advance by the City Administrator or his/her designee In order to keep costs at a minimum, the employee or elected official shall stay at a host hotel or motel, or a less expensive hotel at the discretion of the attendee's Department Head. The City will not reimburse for costs associated with the attendance of a family member at a workshop, conference, and other assignment. Printed detailed receipts are required for lodging and should accompany a request for reimbursement form, 9.5 MEALS When on City business, a maximum of three meals per day will be reimbursed by the City. Attendees shall take advantage of all meals that are provided for and included in the registration fee for workshops, conferences, or other assignments. The City will not reimburse for alcoholic beverages, tobacco products or costs associated with family members. Printed detailed meal receipts are required for and should accompany a request for reimbursement form. The detailed meal receipt must include the food and beverage items ordered. The request for reimbursement form must include an explanation of the public purpose for the meal and a list of 561Page Formatted: Underline Deleted: Formatted: Underline Deleted: Total miles traveled on City business, minus normal daily mileage to work from home and from work to home if the employee does not start or end the trip at City offices. Deleted: and entity traveled to. Deleted: Moved (insertion) [1] 1 11 1 11 1 1 Deleted: ¶ Deleted: ¶ Examples:¶ The Department Head has approved a full day training at the City of Anoka offices. The employee does not start or end the trip at their normal work location, but rather from home.¶ . Total miles from home to Anoka . 1611 . Return trip home .. . 1611 .. TOTAL MILES DRIVEN . _ 3211 ¶ . Normal miles from home to work . (10)11 - Normal miles from work to home - (Err .. TOTAL MILES REIMBURSED . 1211 ¶ Example #21 The Department Head has approved a half day training at the City of Anoka offices. The employee DOES start and end the trip at their normal work location.¶ Total miles from work to Anoka _ . 1611 . Return trip to work _ _ _ 1611 .. TOTAL MILES DRIVEN . _ 3211 ¶ .. TOTAL MILES REIMBURSED . 3211 ¶ Example #311 The Department Head has approved a half day training at the City of Anoka offices. The employee DOES start from work location but travels home directly from the training. Online maps should be printed showing all locations of travel and mileages.¶ Total miles from work to Anoka - - 1611 - Return trip directly to home - - 241 .. TOTAL MILES DRIVEN . _ 4011 ¶ - Normal miles from work to home . (10 ¶ - - TOTAL MILES REIMBURSED - 3011 ¶ Example #411 The Department Head has approved a half day training at the City of Anoka offices. The employee DOES start from work location but travels home directly from the training. Online maps should be printed showing all locations of travel and mileages.¶ Total miles from work to Anoka .. 1611 . Return trip directly to home _ . 1041 .. TOTAL MILES DRIVEN . _ 2611 ¶ Deleted: The Department Head has approved a full day training seminar held in the City of Anoka. The employee does not start or end the trip at City offices.¶ ¶ Total miles from home to Anoka - - - - 1611 Moved up [1]: If it is necessary to rent a vehicle to conduct City business, the City will reimburse employees or City Council Members for the cost of renting a vehicle. Care should be taken to rent the least expensive vehicle available. ¶ ¶ Deleted: Deleted: 1 1