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<br />B. Evidence of Expenditures. The expense and mileage reimbursement form must be <br />accompanied by a receipt or other documentary evidence for each expenditure. Mileage shall <br />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 /> <br />C. Advances - Deadline for Settlement. A council member may obtain an advance <br />towards expenses through the city clerk. A council member who obtains an advance shall <br />submit a completed expense and mileage reimbursement form (including receipts for <br />expenditures), and the remaining balance of the advance, to the city clerk within 30 days of <br />the date the expenses are incurred. If a council member does not comply with this requirement <br />for any advance, the council member may not obtain another advance unless and until the <br />council member submits a completed expense and mileage reimbursement form (including <br />receipts for expenditures), and the remaining balance of the advance, to the city clerk for the <br />earlier advance. <br /> <br />D. 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. Advance payments shall be settled in <br />accordance with C. above. <br /> <br />E. 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 city clerk within 30 days of the date the <br />expenses are incurred, or the city clerk shall not process the reimbursement request. <br /> <br />PART 3. City Clerk Responsibilities. The city clerk is responsible for processing <br />claims for reimbursements and advances towards expenses for council members. If the city <br />clerk in her or his sole discretion cannot determine that all or any part of the request for <br />reimbursement or advance clearly meets the requirements of Part 1 above, the city clerk shall <br />deny the request as to the expenses in question. <br /> <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 /> <br />A. Travel expenses - Air fare, hotel, meals, mileage, car rental, cab fare, parking, tips, <br /> <br />etc. <br /> <br />B. Registration fees for individual council members to attend meetings or events <br /> <br />C. Individual dues and subscriptions costs - organizations in which council member <br />membership is not routine; individual subscriptions to magazines <br /> <br />D. Logo attire if specially ordered or if individual name is used <br /> <br />2 <br />