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FINANCIAL POLICIES AND PROCEDURES - ACCOUNTS PAYABLE C-2. Travel and Subsistence This guideline establishes the policies governing the eligibility for and payment of expenses incurred by City employees, officials, members of boards and commissions, and others during travel directly related to City business. The rules provide for the reimbursement and advance of travel expense funds. Eugene Code, Chapter 2.525 states that all expenditures must be within the budgetary appropriation and for purposes approved in the budget. ORS 294.025 states that any public official responsible for wrongful payment of public funds will be personally liable for the expenditure. The Eugene Charter, Section 26, provides for removal from office and civil action for misuse of public funds. In order to provide flexibility in accomplishing City business, the City of Eugene shall pay all reasonable travel expenses directly related to City business and as approved by the employee's Executive Manager or by the City Manager (in the case of an Executive Manager's expenses) as outlined below. C-2a. Authorized Travel Travel for City business may include conventions and conferences, meetings of professional associations, training seminars and meetings with other government officials or other persons from which the City will derive benefit through the attendance of a representative. Requests by employees to incur travel costs must be supervisor approved prior to departure and be within budgeted authorization. C-2b. Authorized Expenses City officials and employees should exercise good judgment, have regard for economy and recognize proper use of public monies while traveling or incurring expenses in connection with City business. Any expense for which an employee requests reimbursement should directly and clearly relate to City business. In the case of an audit, there should be no question that reimbursed expenditures did relate and were necessary to conduct City business. Expenses to be paid or reimbursed by the City may include: transportation to and from local transportation parking fees and tolls lodging and meals one brief personal long distance phone call per day incidental expenses required to conduct City business A trip will generally be considered to be an overnight trip if the employee is in transit or at work at the out-of-town location on both the day which lodging is requested and the following day. When an employee departs and returns on the same day, meal expenses will be reimbursed in the following situations: 10/06 Financial Policies and Procedures Manual C_AcctsPayable.docx Page C.4