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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 <br />the Department Head approves use of an employee's personal vehicle for City travel, the City <br />will reimburse the employee for miles driven in excess of the employee's normal mileage to and <br />from work, if not leaving from or returning to the work location, at the current IRS rate per mile. <br />Mileage is not reimbursable through petty cash. Each request for reimbursement must include the <br />following: <br />1. Online mapping directions printed showing total miles traveled on City business. <br />2. If not leaving from employee's work location and/or returning to the work location, <br />online mapping directions printed, showing the total miles to and from the employee's <br />home and normal work location must be included to subtract from #1 above, with no <br />exceptions. <br />3. Net miles claimed for the reimbursement. <br />4. The 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 <br />be submitted to and approved by the Department Head prior to payment. Actual costs for a <br />single -occupancy room will be reimbursed, but charges shall be reasonable and consistent with <br />the facilities available. <br />Each employee traveling on City business pursuant to this policy must stay in their own hotel <br />rooms. Employees are not allowed to share rooms while traveling on City business unless <br />otherwise approved in advance by the City Administrator or the Administrative Services Director <br />. To minimize costs, the employee or elected official shall stay at a host hotel or motel, or a less <br />expensive hotel, at the discretion of the attendee's Department Head. <br />The City will not reimburse costs associated with the attendance of a family member at a <br />workshop, conference, and other assignment. Printed detailed receipts are required for lodging <br />and must accompany a request for reimbursement form. <br />Within the seven -county metropolitan area, in the event of severe weather or other situations or <br />conditions that make traveling hazardous, employees may secure lodging until it is safe to return. <br />661Page <br />Commented [CL1O]: What about Sherburne County, Wright <br />County, etc.? Language could be as shown in green. <br />