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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 employee's=normal mileage to and from <br />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 skew <br />include the 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, then <br />online mapping directions printed, showing the total miles to and from the employee's <br />home and normal work location must be included , in order to subtract from #1 above, with <br />no exceptions. <br />3. Net miles claimed for the reimbursement. <br />4. The bBusiness 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 Ha113, lodging accommodations may be provided by the City. All requests for lodging must be <br />submitted to -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. <br />Each employee traveling on City business pursuant to this policy must obtain stay in a private his <br />or herthcir 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 the Administrative <br />Services Director. his/hertheir designee. To minimize In order to keep costs at a minimum, the <br />employee or elected official shall stay at a host hotel or motel, or a less expensive hotel, at the <br />discretion of the attendee's Department Head. <br />The City will not reimburse for costs associated with the attendance of a family member at a <br />workshop, conference, and other assignment. Printed detailed receipts are required for lodging and <br />.should must accompany a request for reimbursement form. <br />Regardless of distance from City Hall, in the event of severe weather or other situations or <br />conditions that make traveling hazardous employees may secure lodging until -such time that it is <br />safe to return. Employees should attempt to contact their department head prior to obtaining <br />701Page <br />