Res 2013-046/Adopting a revised policy for the reimbursement of council member expenses

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reimbursed at the prevailing rate for City employees only if the mileage portion of the expense and mileage reimbursement form is completed. C. 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. D. 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 finance department within 30 days of the date the expenses are incurred, or the finance department shall not process the reimbursement request. E. Documentation of Expenses Charged to City- Issued Purchasing Cards. For expenses charged to a city- issued purchasing card, a council member shall submit receipts for the amounts charged on the p -card with an explanation of the purpose of the charge within 30 days of the date the expenses are incurred. PART 3. Finance Department Responsibilities. The finance department is responsible for processing claims for reimbursements towards expenses for council members. If the finance department in its 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 finance department 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, mileage, car rental, cab fare, parking, etc. will only be reimbursed while on city related travel. Personal travel shall be reimbursed to the City within thirty (30) days. The City will pay for roundtrip, coach airfare. City Council is encouraged to take advantage of discounts when available. If a council member makes first class travel reservations, the council member will pay the differential between first and coach classes. Rental vehicles should be an economy or midsize car or small SUV. Travel will not be reimbursed for Council Members after their term has expired with the City even if the travel was booked prior to the Council Member leaving office. A Council Member who leaves office shall reimburse the city for any city funds used to pre -pay expenses for travel scheduled on a date subsequent to his/her last day in office. B. Per Diem - Per Diem amounts, at the current published IRS rates, will be given to council members for each day of travel to cover meals, tips and incidentals. These amounts may be paid in advance to the council members and do not require receipts to be submitted. Per Diem and Hotel will only be reimbursed by the City for the travel directly