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be reimbursed at the prevailing rate for City employees only if the mileage portion of the <br />expense and mileage reimbursement form is completed. <br />C. Travel Arrangements. A council member may make travel arrangements, <br />including advance payments towards expenses, through the city clerk's office, but the council <br />member shall be responsible for securing receipts for all expenditures and submitting <br />completed expense and mileage reimbursement forms. <br />D. Reimbursement for Expenses - Deadline for Settlement. For expenses for which <br />a council member has not obtained an advance, the council member shall submit a completed <br />expense and mileage reimbursement form to the finance department within 30 days of the <br />date the expenses are incurred, or the finance department shall not process the reimbursement <br />request. <br />E. Documentation of Expenses Charged to City- Issued Purchasing Cards. For <br />expenses charged to a city- issued purchasing card, a council member shall submit receipts for <br />the amounts charged on the p -card with an explanation of the purpose of the charge within 30 <br />days of the date the expenses are incurred. <br />PART 3. Finance Department Responsibilities. The finance department is <br />responsible for processing claims for reimbursements towards expenses for council members. <br />If the finance department in its sole discretion cannot determine that all or any part of the <br />request for reimbursement or advance clearly meets the requirements of Part 1 above, the <br />finance department shall deny the request as to the expenses in question. <br />PART 4. Expenses Payable from Individual Council Accounts. The following city <br />council expenses are to be paid from individual council member line item accounts: <br />A. Travel expenses — Air fare, hotel, mileage, car rental, cab fare, parking, etc. <br />B. Per Diem -Per Diem amounts, at the current published IRS rates, will be <br />given to council members for each day of travel to cover meals, tips and <br />incidentals. These amounts may be paid in advance to the council members <br />and do not require receipts to be submitted. <br />C. Registration fees for individual council members to attend meetings or events <br />D. Individual dues and subscriptions costs — organizations in which council member <br />membership is not routine; individual subscriptions to magazines <br />E. Logo attire if specially ordered or if individual name is used. <br />2 <br />