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HomeMy WebLinkAboutCity Council Resolution 1994-399I] C1Ty OF PLYMOUTH TRAVEL POLICY Resohrtion No. 94-399 July 189 1994 This policy establishes guidelines and procedures for the payment of travel cow for City employees and City officials who travel on official City business. 1. Applicability. This policy applies to all City employees inchrding tempoary and part-time employees. the Mayor, member: of the City Council, and members of my Commission or Committee of the City. 2. Trawl Covered. This policy applies to all travel for offkial City business Doodle the seven -county metro area and which requires overnight lodging. Other local travel eapeoses shall be paid according to the City Mileage Reimbursement Policy or the Bxpeose Reimbursement Policy. 3. Eligible Egmnes. The following expenses may be paid or reimbursed: Lodging -single race plus gratuities Registration Pees Meals, including gratuities Transportation Business related telephone calls 4. Authorisation for Trawl Expenses. Department Heads must give written pro- approval for travel by employees. The City Manager must give written pre - approval for travel by Department Heads or members of any Commission or Committee. The City Manager must.infocm the City Council by memo of all travel in advance or as am as possible If an emergency exists. 1`*a Mayor at any member of the Council must inform the City Council and the City Manager by memo of any travel in advance. S. Specific Policies for Payment of Travel Expenses, A. Transportation. Pay cent or reimbursement for transportation costs shall generally be bued on a tcmparisom between the cost and convenience of the lowest available au fare and travel by personal or City vehicle with attendant meal, lodging, parking, and lou of work time costs. The City Manager must approve any exception to this general rule. If a ftequent flyer program is in effect, a separate program shall be established by the employee or official so TRAVEL POLICY Pap that credit urs recorded b the City. (hoed eraosportatioa,Including buses, w* reel care, and attendant paddeg shall be reimbunae I if reoeipm are povww& The we oat -affective and alMieet mode of ground woeportsdon met be wed. B. Codling. A�000mmodatioos shall be appropriate b the purpose of the trip. Ratw for aocomaadations shill 6e comparable b toss d other lbdlities io the arse. The hoW hooting a cowmdos shall be deemed b be an appropriate accommod doft The City Will pq► for the dodis ab only V the City earplo)a or ofMisl is accompanied by a Inst or firmly member. C. Meal Albaanoe. Bxpenaes for mads, including peAky, will be reimbursed according to the following limib and procedures. No reimbursement will be made for alooholb beverages. Per diem mal aogasa of 05 per day will be allowed without reoetpb being required. Mal allowances rap to a maximum of $40 per any 24 boor period stall be nbnbmW if seceipb accompany the request for meal reimbursement. D. Telepbone AMIewance. Teiepbooe calls shall be reimbursed only V they are for City business. S Registration. Registration fees for seminars, cooferaces or wodcubop autborbod under Section 4 may be paid or reimbursed. 6. Procedure. A. Direct payment. Wbeaever poaible, the City will male direct paymae for travel and registration costs. B. Relmbnrraement An itemised expense report must be completed and submitted to authorising{ isdividwl or the Finance Department within 15 days following the date of return. Expense forms are avaWbb in the Finance DgWbn t. Receipts sbaU am)mpany all expbrses. Adopted by the City Council July 18, 1994.