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Procedure: Travel Policy <br /> Effective Date: July 5, 1995 <br /> City Business Expense Travel Policy <br /> 1.0General Policy Description <br /> 1.1 The purpose of this policy is to establish reimbursable expenses and <br /> reimbursement procedures for expenses incurred on official City <br /> business and to set forth general policy guidelines. This policy will <br /> apply to all City employees and officers (as defined in RCW 42.21.020) <br /> other than the City Council and Mayor. Council and Mayoral travel are <br /> addressed in council resolution 4074 adopted February 8, 1995. (Only <br /> those volunteers working on advisory boards or committees who have <br /> received authority by ordinance to incur reimbursable expenses on <br /> behalf of the City shall be eligible for such reimbursement provided <br /> prior approval has been obtained.) <br /> This policy sets a series of minimum thresholds. Individual <br /> departments may impose stricter standards at their discretion. <br /> 2. Policy <br /> 2.1 Reasonable and necessary expenses incurred while conducting City <br /> business are authorized for reimbursement subject to the conditions <br /> contained within this policy. The reasonableness of expenses shall be <br /> determined by the Mayor or Chief Administrative Assistant but as a <br /> guideline shall include: <br /> A) mileage reimbursement for use of personal vehicle on City business <br /> in accordance with Ordinance 2047-95. <br /> B) actual cost of parking, tolls and fares. <br /> C) actual cost of lodging when approved as required in Section 2.2 of <br /> this policy and documented by receipts. Hotel / Motel room <br /> accommodations shall be reimbursed at the lessor of the single <br /> occupancy / government rate or actual costs (if lessor) as <br /> documented by an original receipt. <br /> D) actual cost of meals when out of town on City business or in one of <br /> the following situations: <br /> • mandatory meeting where meal is served. <br /> • time constraints require the employee to conduct City <br /> business during his/her normal lunch/dinner hour (where <br /> the applicable employee agreement guarantees an <br /> uninterrupted lunch /dinner break), and prior approval from <br /> the Department Head has been obtained. <br /> Revision No. Page No. 1 Dated: 7/5/95 <br />