Reso 99-127A - Laserfiche WebLink

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The City Manager will approve the mode of transportation. In cases where the mode of transportation chosen by the traveler is not the most economic, the traveler will be responsible for payment of the difference between the mode chosen and the most economic mode. In all cases, the lowest practical common carrier rate will be used for purposes of travel calculating payment to employee. 6. Vacation Combined With official Travel- Employees wishing to combine a vacation with a business or convention trip must have the prior approval of the Department Head and the City Manager. Employees traveling under such circumstances will be reimbursed at the roundtrip lowest practical common carrier rate to and from the City-related trip location, regardless of the mode of transportation used or the actual trip destinations). Actual expenses will be reimbursed for the actual conference period and travel time to and from conference location via common carrier. All other time will be charged as annual leave and expenses borne by the employee. 7. Budgeting of Trips - All trips, whether educational training or official business, are to be approved in advance as part of the annual budget of the department, unless a trip substitution or budget transfer is authorized by the City Manager. PROCEDURES 1. Authorization to Travel A. At least 10 days in advance of the scheduled departure date, the traveler will fill out and sign the Travel Request Form which estimates trip costs, have the form signed by the Department Head and submit it to the Finance Director for review. Any written information on the trip including agenda must be attached for review by the Finance Director and City Manager. If the nature of the trip is such that advance notice cannot be given, this step can be shortened or eliminated. B. Upon review by the Finance Director, the request will be forwarded to the City Manager for final approval. C. Once approved, the City Manager shall return the request to the Finance Department. 2. Travel Arrangements - once the trip is authorized, the Finance Department will issue any advance checks requested by the traveler (i.e., airfare, hotel, etc.). Seven days prior to trip date, the Finance Director will release the Travel Request so that advances to the traveler can be made. 3. Expense Rxport - Within five (5) working days after return, the employee shall complete and sign the Travel Expense Report Form in duplicate, have the Department Head countersign and forward it to the Finance Department. Receipts for lodging, registration fees, transportation and other expenses for which reimbursement is requested must be attached to the Travel Expense Report form. Meal expenses need not be receipted. The Finance Department may Page -3-