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When traveling as a board, commission, council or committee member; <br />Meals during a convention, conference or meeting which are not included in <br />registration costs; <br />Employees are directed or required to attend mealtime business meetings; <br />Departure is in two or more hours, exclusive of eating time, before the start of the <br />work shift, or the return from travel is two or more hours, exclusive of eating time, <br />beyond the end of the work shift; <br />For City officials, councilors, advisory boards, committees, and commissions for <br />expenses incurred during the course of conducting City business; <br />For the purpose of City economic development activities authorized by the City <br />Manager or the executive director in charge of development; <br />For intergovernmental relations related to legislative agenda; <br />For visiting dignitaries and officials as approved by the executive director or their <br />representative. <br />Meal receipts must state the date, names of persons at the meal and the nature of City business <br />conducted at the meal. Whenever possible, working through meal periods should be avoided. If <br />working through a meal period is necessary, business should be conducted at the work setting <br />and a meal brought in. The City will not reimburse meals at which only City staff is present <br />unless the nature of City business requires extended work periods and it is not practical to break <br />for a meal. <br />Personal expenses and entertainment are not paid for or reimbursed by the City as a general rule. <br />Personal expenses include such items as alcohol, expenses incurred by spouse or other family <br />members, laundry, hair care, shoe care, pay television, in-room bars, athletic facilities, long <br />distance phone calls in excess of the authorized one brief personal call per day and <br />entertainment (such as tours or optional activities). <br />C-2c. Transportation, Mileage, Use of Personal Vehicles <br />The employee should consider both economy and the best use of time when choosing a means <br />of travel. Transportation costs, staff travel time and in-route meals and lodging should be <br />considered when determining least cost. Reimbursement is limited to the mode of travel that <br />results in the least cost to the City. <br />In general, the use of City vehicles is preferred over the use of privately owned vehicles. In <br />those instances where a private vehicle is authorized for transportation, please refer to section 7- <br />330 of The Human Resources and Risk Services APPM for further information on use of private <br />vehicles regarding insurance coverage. <br />If a private vehicle is used, mileage reimbursement will be at the current established mileage <br />rate or the lowest cost of alternative transportation, whichever is less. Contact Financial <br />Services for the current rate. <br />The purpose of the mileage rate allowance is for employees to recover expenses associated with <br />the operation and maintenance of their vehicle and includes: fuel costs, insurance, depreciation, <br />Financial Policies and Procedures Manual 9/05 <br />Page C.5 C_AcctsPayable.docx <br /> <br />