Laserfiche WebLink
the least expensive fares, and stay in and eat at Conference hotels or other <br /> moderately priced establishments. The following factors will be given <br /> consideration: <br /> a) The purpose of the trip; <br /> b) Work time to be missed; <br /> c) The number of persons making the trip; <br /> d) The amount of material or equipment being transported; <br /> e) Whether the mode of transportation is a consideration due to time. <br /> The City Manager will approve the mode of transportation. <br /> 5) Vacation Combined With Official Travel: Employees wishing to combine a <br /> vacation with a business or convention trip must have the prior approval of the <br /> Department Head and the City Manager. Employees traveling under such <br /> circumstances will be reimbursed at the roundtrip lowest practical common carrier <br /> rate to and from the official business trip location, regardless of the mode of <br /> transportation used or the actual trip destinations. Actual expenses will be <br /> reimbursed for the actual official business trip period and travel time to and from <br /> the business trip location via common carrier. All other time will be charged as <br /> annual leave. <br /> 6) Budgeting of Trips: All trips, whether training related or for official City business, <br /> are to be approved in advance as part of the annual budget of the department <br /> unless a trip substitution or budget transfer is authorized by the City Manager. <br /> 7) Authorization to Travel: <br /> a) At least ten (10) work days in advance of the scheduled departure date, to the <br /> extent possible, a Conference/Seminar Travel Request form (or a Training <br /> Request form if more appropriate) and a Travel Expense Report Form, which <br /> documents the estimated trip expenses, will be completed and submitted <br /> through the Department Head and the Finance Director to the City Manager for <br /> approval. Information on the trip including an agenda and any official/formal <br /> documentation must be attached. If the nature of the trip is such that advance <br /> notice cannot be given, this step can be shortened or eliminated. <br /> b) Upon approval of the Department Head and review of the Finance Director, the <br /> form will be forwarded to the City Manager for final approval. Once approved, <br /> CODING: Words stricken are deletions,words underlined are additions. <br /> 401-1 Travel on City Business Page 4 of 5 <br /> 69 <br />