Fayette Travel and Employee Expense Reimbursement ordinance (§ 125.620)

A. Transportation.

1. Travel shall be arranged using the most economical means available. Individual vehicles are often the most economical means of travel. When private vehicles are used the employee must carry current liability coverage as required by Missouri law. If the employee uses his/her private vehicle, the employee will be reimbursed at the Federal mileage rate allowance.

2. Should major travel, by air, be indicated air transportation costs will be limited to the cost of a round-trip coach ticket. Airline reservations are normally to be handled through a local travel agent, with the cost being billed directly to the City when authorized in writing by the City Administrator or Public Works Director. Should travel plans change during a trip, the employee shall make his/her arrangements and receive reimbursement upon return.

3. With the approval of the Department Head/Superintendent, an employee authorized to use a private vehicle to combine official travel with a holiday, weekend trip, vacation, or other personal reasons, will be reimbursed only for the cost of the official travel based on appropriate computation approved by the City Administrator or Public Works Director and expenses will be allowed only for the period during which the employee would have been traveling on official business.

B. Lodging.

1. When travel on City business includes the need for overnight accommodations, these should be obtained at the most economical rate reasonably available. When travel is for the purpose of attendance at a conference or seminar, it is expected that registration will be obtained at a hotel that is most economical and convenient for attending the event.

2. When advance registrations can be made, the cost of the room may be billed directly to the City. If direct billing is made, prior approval is to be obtained from the City Administrator or Public Works Director.

3. In cases where a spouse shares a room, the City will pay the actual amount of room charges up to the amount of the standard single rate.

C. Meals.

1. Meals will be reimbursed upon the submission of actual receipts. Original itemized receipts, not copies, must be submitted for purposes of reimbursement. It is understood that employees, while traveling on City business, will attempt to keep meal costs to a reasonable minimum.

2. Normally, meal expenses will be reimbursed only if the employee is out of town at the time the meal would have normally been eaten. Meals included as part of conference programs may be paid directly by the City along with registration fees, but otherwise, individual meals are to be reimbursed on an itemized receipt basis upon the employee's return. The City Administrator or Public Works Director has discretionary authority for approval of related expenses.

D. Miscellaneous Expenses. Miscellaneous expenses are allowable for reimbursement to the extent that they are necessary for the conduct of official City business. Receipts are to be obtained when reasonably available. Examples of miscellaneous expenses include: telephone calls for official business; ground transportation such as bus or taxi; bridge and road tolls; rental vehicle if approved in advance; baggage tips and parking fees.

E. Business Travel Expenses.

1. The City of Fayette will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the City Administrator or Public Works Director.

2. Costs related to travel should have approval from City Administrator or Public Works Director prior to purchase of any tickets.

3. When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by the City of Fayette. Employees are expected to limit expenses to reasonable amounts. The City Administrator or Public Works Director has discretionary authority for approval of related expenses.

4. Employees who are involved in an accident while traveling on business must promptly report the incident to the City Administrator or Public Works Director. Vehicles owned, leased, or rented by the City of Fayette may not be used for personal use without prior approval. Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved.

5. With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the employee.

6. When travel is completed, employees should submit completed travel expense reports within fifteen (15) days. Reports should be submitted to the Accounts Payable Department and be accompanied by itemized receipts for all individual expenses.

7. Employees should contact the City Administrator or Public Works Director for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.

8. Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.

F. Entertainment Expenses. Entertainment expenses are not allowed for reimbursement. Exceptions include meal expenses incurred for out-of-town guests of the City (training instructors, State or national officials, industrial prospects). These types of expenses should be approved in advance by the City Administrator or Public Works Director.

G. Documentation.

1. Receipts for lodging, registration, meals, and transportation are required. Receipts for miscellaneous expenditures of five dollars ($5.00) or less are not required (such as bus fares, telephone calls and parking fees).

2. All reimbursement requests are to be made upon an approved expense reimbursement form, within fifteen (15) days of the incurred expense. All expenses to be reimbursed shall be itemized by day, amount and purpose. Original receipts are to be attached. Requests for mileage reimbursement for personal vehicle use will include per trip actual mileage.

H. Professional Association Reimbursement. An employee whose expenses may be eligible for reimbursement by a professional association/organization shall not receive reimbursement from both the association/organization and the City. In such a case, the association shall provide the reimbursement.

I. Excess Expense And Time Off. If an employee travels by an indirect route or interrupts travel for any personal reason, he/she will bear the excess expense. Time taken in excess will be charged to vacation time or compensatory time.

J. In-Town Expenses. Meal expenses incurred other than in the course of out-of-town business travel will be reimbursed only when such meals are part of a business function at which the employee's presence is required.

K. Emergency Purchases. When an emergency situation requires that goods, services, or meals be supplied to public safety workers or other emergency workers, Department Head/Superintendents are authorized to obtain such meals from local restaurants and stores, with the cost to be billed directly to the City, provided the Department Head/Superintendent shall sign for all expenses incurred and assures that the City is billed only for the services actually provided. The Department Head/Superintendent shall maintain a written record of such purchases.