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3. Procedures related to this policy <br /> 3.1 The Mayor and / or Chief Administrative Assistant shall retain the right <br /> to determine acceptable reimbursable costs at all times. General <br /> Guidelines for determining reimbursable costs for City business travel <br /> shall be a follows: <br /> A) City Vehicle: <br /> Out of area costs incurred while operating a City vehicle are <br /> reimbursable. These include gas, oil and emergency repairs <br /> necessary for the safe operation of the vehicle. <br /> B) Personal Vehicle: <br /> Use of a personal vehicle for travel on City business will be <br /> reimbursed at the applicable rate established by ordinance. <br /> Reimbursement shall be for a reasonable number of miles incurred <br /> using a direct route to and from the destination. Reimbursement <br /> shall not exceed the costs which would have been incurred using an <br /> efficient and least costly means of transportation as defined in 2.1-E <br /> above. <br /> C) Rental Vehicle: <br /> The use of a rental vehicle must have prior authorization using the <br /> form found on Attachment A. Reimbursable costs must be <br /> documented on an original invoice. Only business miles are <br /> reimbursable if a mileage charge is a computed element of cost. <br /> D) Air Travel: <br /> Air travel will be reimbursed as described in 2.1-E above. <br /> E) Registration Fees: <br /> Meeting or conference registration fees are reimbursable. It is <br /> preferred that the City pay these costs directly utilizing the direct <br /> invoice entry (DIE) process. Payment of registration fees requiring <br /> out-of-state or overnight travel shall be made after approval has <br /> been obtained for such travel. A copy of the registration is to be <br /> attached to any requests for reimbursement or credit card payment. <br /> F) Room Deposits: <br /> If a hotel / motel requires payment of an advance deposit, the <br /> preferred method would be by use of a City credit card (see credit <br /> card policy). Securing the room through the use of a personal <br /> credit card is also acceptable. Once the stay has occurred, <br /> appropriate expenses for lodging are reimbursable. <br /> G) Other Travel Expenses: <br /> Miscellaneous travel costs incurred while conducting City business <br /> are reimbursable. Examples include taxi fares, bus fares, parking, <br /> tolls and ferry costs. Payment of a reasonable amount for bellman <br /> service and the like is considered reimbursable. Each must be <br /> Revision No. Page No. 3 Dated: 7/5/95 <br />