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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 in excess of the employees' normal mileage to and from <br /> work if not leaving from or returning to the work location at the current IRS rate per mile. Mileage <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 and <br /> normal work location, in order to subtract from#1 above, no exceptions. <br /> 3. Net miles claimed for the reimbursement. <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 /> Employees should contact the Finance Department for clarification or assistance. <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. 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 not allowed to share rooms while traveling on City <br /> business, unless otherwise approved in advance by the City Administrator or his/her designee. In <br /> order to keep costs at a minimum, the employee 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 MEA L S <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 /> 561Page <br />