Res 2010-024 - Laserfiche WebLink

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be reimbursed at the prevailing rate for City employees only if the mileage portion of the expense and mileage reimbursement form is completed. • C. Advances - Deadline for Settlement. A council member may obtain an advance towards expenses through the city clerk. A council member who obtains an advance shall submit a completed expense and mileage reimbursement form (including receipts for expenditures), and the remaining balance of the advance, to the city clerk within 38 60 days of the date the expenses are incurred. If a council member does not comply with this requirement for any advance, the council member may not obtain another advance unless and until the council member submits a completed expense and mileage reimbursement form (including receipts for expenditures), and the remaining balance of the advance, to the city clerk for the earlier advance. D. Travel Arrangements. A council member may make travel arrangements, including advance payments towards expenses, through the city clerk's office, but the council member shall be responsible for securing receipts for all expenditures and submitting completed expense and mileage reimbursement forms. Advance payments shall be settled in accordance with C. above. E. Reimbursement for Expenses - Deadline for Settlement. For expenses for which a council member has not obtained an advance, the council member shall submit a completed expense and mileage reimbursement form to the city clerk within 39 60 days of the date the expenses are incurred, or the city clerk shall not process the reimbursement request. • F. Documentation of Expenses Charged to City-Issued Purchasing Cards. For expenses charged to a city-issued purchasing card, a council member shall submit a completed expense and mileage form to the city clerk within 60 days of the date the expenses are incurred. PART 3. City Clerk Responsibilities. The city clerk is responsible for processing claims for reimbursements and advances towards expenses for council members. If the city clerk in her or his sole discretion cannot determine that all or any part of the request for reimbursement or advance clearly meets the requirements of Part 1 above, the city clerk shall deny the request as to the expenses in question. PART 4. Expenses Payable from Individual Council Accounts. The following city council expenses are to be paid from individual council member line item accounts: A. Travel expenses - Air fare, hotel, meals, mileage, car rental, cab fare, parking, tips, etc. B. Registration fees for individual council members to attend meetings or events • 2