City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 dated 8-01-03
File in City Administrative Manual
Distribution: All Employees
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
1 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
Resolution Number: Approved by Motion
Approval Date: February 28, 2023
I. PURPOSE
To establish a uniform guideline for reimbursement of travel and out-of-pocket expenditures incurred by City employees, elected officials and volunteers while on official business for the City of Fontana.
II. GENERAL POLICY
A. The City of Fontana encourages attendance at conferences, seminars, meetings and workshops to enhance an employee’s understanding of his/her duties and responsibilities.
The City will reimburse travel expenditures according to the procedures outlined in this policy.
B. Travel is deemed to be official when such travel of City employees, elected officials, and volunteers are away from the City for the purpose of conducting business of the City, attending professional meetings, seminars, conferences, training, workshops and other related meetings. This policy is applicable to all travels, regardless of the source of funds used for reimbursement.
III. PROVISIONS
A. Definitions
1. City Official - any person representing the City in an official capacity that is not considered an employee or a volunteer (elected officials or their appointees).
2. Local Travel - travel within a radius of fifty (50) miles from the employee’s regular work site or place of residence, one way, for a one-day session or multiple day sessions.
3. Mileage Allowance - reimbursement paid to the employee/elected official or a volunteer for the use of his/her personal vehicle during travel or official City business.
The reimbursement rate will be the current rate established by the Internal Revenue Service (IRS).
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
2 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
4. Out-of-town travel – any travel over fifty (50) miles one-way from employee’s regular work site or place of residence, including out of state travel that requires subsistence or actual living expenses. Out-of-town travel does not include any regular commute between the employee’s regular work site or place of residence.
5. Travel – any trip taken by a City official, employee or volunteer in the course of performing their duties, including trips to conferences, seminars, meetings, workshops and training.
B. General Standards
1. Travel should be requested only if it is anticipated that the City will derive a benefit from the training or information received by the employee or training which is mandated by law.
2. In all respects, travel arrangements should be made on the basis of the most reasonable and appropriate method and rate. The employee is responsible for exercising good judgment in requesting, arranging, and making the trip. All travel/training must be budgeted.
3. Employee attendance at conferences, training sessions and seminars should be limited to Southern California locations whenever practical.
4. Each Department Head is responsible for compliance with this policy. Each Department Head is to determine necessity and method of travel on City business of his/her staff with due regard for minimizing the cost and ensuring that prior authorization has been obtained from the proper level of authority when reimbursement is to be claimed.
5. City Elected Officials are required to follow these guidelines when planning City related business trips.
6. Departments shall submit proposed travel expenditures each year as part of the budget process. Only the amount appropriated for travel in the budget may be expended during the fiscal year.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
3 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
7. The City Manager shall review and approve all overnight travel, outside of San Bernardino, Riverside, Orange, San Diego and Los Angeles Counties as well as the City of Sacramento. All travels due to P.O.S.T. mandated training for Police Department employees will be approved by the Chief of Police. City elected official’s travel will be approved by the City Treasurer. The City Treasurer’s travel will be approved by the City Manager. No approver shall authorize travel or any reimbursement in a manner inconsistent with this Policy
8. In addition, Department Heads shall review and approve all out of town and local travel and training within their Departments.
9. Department Heads shall designate a staff person (Travel Coordinator) to maintain all departmental travel records as well as to coordinate with Accounts Payable the payment of cash advances and/or reimbursement of employees’ business expenses.
10. If emergency travel is required that is not budgeted, approval must be obtained from the City Manager and coordinated with the Budget Office.
11. Costs associated with the employee participation in local professional meetings are allowable and employees will be reimbursed for such costs, less any regular commute.
12. Overtime for attendance or travel to out-of-town functions shall be paid in accordance with the Fair Labor Standards Act (FLSA) or the MOU of the employee’s bargaining Unit.
13. Personal business should not be mixed with official business if it will cost the City anything in dollars or lost time, or if it will harm the City's interests in any way.
14. Employees traveling on city business with a spouse or other companion shall strictly distinguish between city business and personal expenses. The City shall not pay for personal expenses.
15. The City provides purchasing cards (p-card) as a convenience to employees for payment of expenses related to City business, including travel expenses, and to minimize staff time and paperwork involved in submitting and processing reimbursements for such expenses. The use of p-card should be in accordance with the City’s current P-Card Policy and Procedures as it may be amended from time to time.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
4 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
16. A copy of the Travel Request and Expense Report (City of Fontana Form 113: COF 113) shall also be submitted to Accounts Payable along with the p-card monthly statement whenever travel expenses were paid by p-card.
17. Receipts are required for all expenditures incurred during a business trip, local or out- of-town, except for the Per Diem allowance for meals
18. If a City elected official or an employee has lost/is missing a receipt for a travel-related item, a memo to the City Manager or the employee’s Department Head is required. The memo should be attached to COF 113 when documentation is submitted to Accounts Payable. The memo must include the following:
1. Explain the circumstances in detail, such as time, activity, and reason for losing the receipt.
2. Include all receipt information such as place of business, amount, date, and description of item.
3. Employee’s signature.
4. Department Head’s approval (signature).
C. Transportation
1. The method of transportation used by individuals will be the most practical and economical, with due consideration given to the time involved, extra meals, lodging costs and the mission to be accomplished.
2. In general, common carrier (bus, train, or plane) is the preferred mode of transportation and should be purchased by the city whenever practical.
3. Air travel is the preferred mode of transportation for round-trip travel over 500 miles since this is usually the most economical in terms of both time and money. In such instances, employees who use their private vehicles rather than travel by plane will be reimbursed the equivalent of round-trip airfare or the appropriate mileage, whichever is less. All air travels for distances less than 500 miles requires the City Manager’s approval except for travels due to P.O.S.T. mandated training for police Department employees, which requires the approval of the Chief of Police.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
5 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
4. All air travel on City business shall use the lowest reasonably available air-fare. Where reasonable and necessary, adjustments in ticket price may be approved by the City Manager or City Treasurer, as applicable, for any flights with an anticipated flight time of five hours in length or more
5. All airline tickets and rental vehicles shall be booked as early as possible to maximize savings.
6. Whenever practical, City-owned vehicles shall be used for travel
7. If a City-owned vehicle is used as primary transportation, reimbursement is limited to fuel, parking fees, toll charges, and emergency repairs.
8. Where several employees are authorized to attend the same local conference/meeting, the department shall coordinate travel arrangements to minimize transportation costs to the City.
9. When using the city-owned Vehicles, employees should use their City P-Card (to purchase gasoline and/or emergency repairs whenever practical. Employees without a City P-Card will be reimbursed for the cost of gasoline and/or emergency repairs (receipts are required).
10. A copy of all credit card receipts for all travel charges on the credit cards should be attached to the final reconciled Travel Request and Expense Report Form (COF 113) when submitted to Accounts Payable. Receipts should be itemized.
11. If a private vehicle is used, the City shall reimburse the employee for the actual mileage involved in the travel. If a private vehicle is being used for transportation between lodging and event/meals mileage will be reimbursed with the submission of a mileage log. Reimbursed mileage rate is the Standard Federal Mileage Rate set by the Internal Revenue Service (IRS) for the current year.
12. Private car mileage reimbursements are made based on the actual mileage, less any regular commute. No cash advance for mileage is allowed. Appropriate backup is required.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
6 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
13. To receive any reimbursement under this policy for travel using privately owned car on City business, the traveler must:
a. Possess a valid California driver’s license.
b. Carry liability insurance, as required by the State of California. c. Acknowledge that vehicle service and repair costs are not separately reimbursable, as these costs are reflected in the City’s per-mile cost reimbursement.
14. Mileage will not be reimbursed to employees using City vehicles or who receive auto allowances.
15. If local transportation is needed at the destination, the use of public transit such as buses, streetcars, and subways is appropriate when safe and practical. The employee will be reimbursed for these expenses. Reimbursement for taxis and similar rideshare services is allowed when public transit or other common carriers are not reasonably available. Itemized receipts are required.
16. Car rentals should be approved in advance by the City Manager except for travels due to P.O.S.T. mandated training for police Department employees, which requires the approval of the Chief of Police. All travel accommodations for elected officials should be approved by the City Treasurer. No approver shall authorize travel or any reimbursement in a manner inconsistent with this Policy.
17. If a car rental is required, the employee may use a City credit-card or request reimbursement upon return. Receipts must be provided in order to obtain reimbursement. Renters must select the most economical vehicle meeting their business needs and should use the City’s preferred vendor if possible
18. Mileage shall be reimbursed when traveling to and from the airport, at the current mileage rate set by the Internal Revenue Service. When available, courtesy shuttle services may be utilized between airports and meeting locations. Parking at the airport is reimbursable with the original receipt.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
7 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
D. Compensation for Travel Time
1. Out-of-pocket expenses for employees on business for the City and/or acting as representatives of the City are to be reimbursed according to this policy.
2. Reimbursement for field assignments and non-field assignments may differ. Field assignment positions are those that require the employee to be away from his/her desk/office on a regular, routine, and consistent basis. Non-field assignments are those that require the employee to be at his/her desk/office except for specific meetings, training, etc.
3. Managers are not to authorize normal workday expense reimbursement for those employees whose daily job consists of field assignments, such as Building Inspectors, Police Officers, Traffic Engineers, and Public Services employees assigned to streets, parks, etc.
4. Compensated conference and travel hours occurring on the employee's day off are compensated according to FLSA and/or the MOU of the employee’s bargaining unit.
5. When travel time exceeds the normal workweek, the City’s rules for overtime apply to those employees eligible for overtime. In determining overtime compensation, normal commute time should be deducted from the total travel time. Additionally, normal unpaid meal periods are not considered work time while traveling.
6. It is the responsibility of Department Heads, Division Managers and first line supervisors to schedule travel in a manner that the use of overtime by employees is either not required or is minimized as much as possible.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
8 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
E. Lodging
1. Actual and necessary lodging expenses will be allowed for City employees and officials attending conferences, seminars, meetings or workshops during any approved travel when reasonable and necessary.
2. Hotel Rooms
a. For events starting before noon, lodging will be provided the night prior for out- of-town travel only.
3. All accommodations submitted for reimbursement under this Policy shall be economical and practical. The traveler must select the most reasonably priced accommodations available consistent with the purpose and goals of this Policy.
4. Some cities exempt travelers on government business from the local Transient Occupancy Tax (TOT). This can be as high as 12-15% savings on lodging costs depending on the local TOT rate. Therefore, when making lodging reservations, travelers shall ask if a “government rate” is available. If a third party requires government identification to receive this rate, the traveler shall provide such identification.
5. Original, itemized receipts for lodging expenditures must be attached to the Form COF 113 when the pay voucher is submitted for processing.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
9 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
F. Meals
1. Meal allowance for attendance at conferences, seminars, meetings or workshops that require overnight accommodations is paid in the form of a Per Diem. This means that employees are not required to turn in receipts for meal expenditures.
2. Reimbursement shall be at the current per diem rate for the destination city as established by the U.S. Government General Services Administration (GSA).
3. If meals are being provided, such as through a registration fee for a conference, those meals should be deducted from the per diem reimbursement. Employees or other travelers who are unable to consume meal(s) due to official business-related constraints, dietary restrictions, or other limited reasons approved by the City Manager can be reimbursed if a receipt is provided for the missed meals. The lesser of per diem or the substantiated amount will be reimbursed.
4. Employees may request an advance for the meal allowance prior to departure in an amount equal to the per diem rate times five days.
5. Employees who received advance meal allowance shall not charge their meals to the City P-card.
6. If an employee who has not received advance meal allowance, charges his/her meals to the p-card, he/she shall follow the guidelines in Section III.F.2. Meal charges shall not exceed the per diem rates. A copy of the receipt must be attached to the Form COF 113 at the conclusion of the trip.
7. Using Per Diem rates allows for less paperwork for both the employee and the City (since receipts are not required unless as stated in Section III.F.2).
8. Per Diem does not include meals eaten prior to or after the trip. During partial days of travel and one-day travel, Per Diem reimbursement shall be adjusted to 75% of daily per diem rates as established by the GSA for meals.
9. If requesting a meal reimbursement for a guest, the employee must include the name and business relationship of the guest to substantiate the expense. Approvals of guest meals are required by the Department Heads.
10. Tips are included in the per diem and they are part of the meal allowance. The City does not reimburse employees for tips as a separate business expense City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
10 of 16
Section
20-17
Effective Date
2-28-2023
Issued Date
2-28-2023
G. Payments to Vendors and/or Cash in Advance
1. The City will pay all legitimate expenses of the trip. These include transportation, lodging, registration fees, meals, and other related expenses if they are for official business and fit within these guidelines.
2. There are three ways to pay for travel expenses:
Direct Vendor Payment
Cash Advance
Employee Reimbursement
a. Direct vendor payments are made by the City to an organization to pay for specific costs related to a trip. These are usually registration fees, lodging, and airfare and can be paid through Accounts Payable or using the City P-Card. b. Cash advances are only made for the meal allowance (Per Diem) for up to a maximum amount of the per diem rate times five days.
c. Employee reimbursement occurs when the employee elects to pay for all travel related expenses first and is reimbursed upon completion of the travel.
3. To obtain either direct vendor payments or a cash advance, the employee must complete a Pay Voucher (COF 110) and approved Travel Request Form (COF 113) and attach a copy of the flyer, brochure, or itinerary announcing the event, as well as any other appropriate supporting documentation. Any requests should be submitted to the Accounting Division (Accounts Payable) at least two weeks prior to travel.
Expenses must be incurred within 30 days of receipt of cash advance.
4. Travel advance checks shall not be issued to employees more than five working days prior to the start of the travel date.
5. Upon return from the event, the employee must account for all expenses incurred by completing the bottom portion of COF 113 and return the unused portion of the cash advance within 15 working days.
6. The unused portion of the travel cash advance must be deposited with the City Cashier and the receipt shall be attached to the documentation referred to on the Section III.G.5 of this policy.
7. If a trip was cancelled, all advance travel payments shall be returned to the City immediately after the employee receives a notice of cancellation.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
11 of 16
Section
20-17
Effective
Date 2-28-23
Issued Date
2-28-23
8. The employee will be reimbursed the difference if the actual, authorized expenses incurred exceed the amount advanced.
H. Incidental/Allowable Expenses
1. Miscellaneous expenses related to a conference, seminar, workshop or meeting that are not specifically covered above may be reimbursed with proper receipts. Examples of such items include taxi fare, car rental, parking fees, and toll charges. These items are reimbursed with the proper justification.
2. City related Telephone, Facsimile or Internet charges that are itemized on a hotel bill are allowable. A list of all City related calls/faxes including the name(s) of person(s) called, telephone number and nature of the calls should be attached to the receipt.
3. Personal telephone calls up to five (5) minutes per travel day, with proper documentation, is allowable. Personal calls should be identified or listed separately from business calls when submitting a claim.
4. The following expenses are not reimbursable under any circumstances:
Meal Gratuities (included in Per Diem)
Supplies (non-business)
ATM service charge
Laundry and/or dry cleaning
Tours
Service fees for using non-approved Travel Agency (if applicable) Video rental at hotels and/or headphones on airplanes Alcoholic beverages
Fines for moving and/or non-moving violations
Spouse/dependent expenses
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
12 of 16
Section
20-17
Effective
Date 2-28-23
Issued Date
2-28-23
Allowable Business
Expenditures
Travel Expenses Less than Over
50 Miles 50 Miles
Meals 75% Yes
Lodging No Yes
Mileage Yes Yes
Parking Yes Yes
Non-Meal Receiptable Tips No Yes
Taxi, Bus, Train Yes Yes
Table 1
I. Exceptions
1. The City Manager, or his designee, shall review and approve or deny all requests to travel outside of the State of California.
2. Extraordinary expenses. There will be occasions when extraordinary expenses beyond ordinary costs will be a benefit to the City. In such cases, approval for reimbursement of expenditures may be secured if adequate written justification is submitted to and approved by the City Manager. Such justification should be submitted prior to the trip whenever possible, and approval of extraordinary expenses must be secured prior to the disbursement of funds upon return.
3. Ordinary expenses other than parking fees will not be reimbursed for local travel unless prior approval is obtained from the Department Head when actual and necessary.
4. The City Manager may evaluate requests for travel and the reimbursement of travel expenses not covered in this policy or make exceptions to this policy on a case-by-case basis for necessary and reasonable expenses.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
13 of 16
Section
20-17
Effective Date
2-28-23
Issued Date
2-28-23
IV. PROCESS
The following are step-by-step instructions for obtaining approval for travel requests.
A. Action/Responsibility: Employee – Traveler
1. When feasible, at least one month prior to the date of departure, prepare the Travel Request and Expense Report form (COF 113) to attend a conference, seminar, or course as follows:
1. State the detail of travel on the form. Attach a registration form or flyer describing he event showing location, times, dates, costs, etc.
2. Obtain approval from employee’s Department Had and the City Manager.
3. Call and confirm registration/reservation with the activity sponsor.
2. Submit request form and description of the event to the Department’s designated employee (Travel Coordinator) or other appropriate person.
B. Action/Responsibility: Department’s Travel Coordinator
1. At least three weeks prior to the event, the responsible staff person should make the arrangements for transportation and lodging, prepare travel forms and pay vouchers for the expenses of the trip payable to the traveler or service provider for:
1. Transportation
2. Lodging
3. Registration / Tuition fee
4. Meal allowance
5. Other (attach supporting documentation / explanation to justify such expenses)
2. Submit the Travel Request form, vouchers and attached documentation to the Department Head for review and approval, as appropriate.
3. Upon receiving approved documents from the Department Head, the responsible personnel shall photocopy all documents for files, and submit vouchers to Accounts Payable, attaching one travel request and supporting documentation per voucher.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
14 of 16
Section
20-17
Effective Date
2-28-23
Issued Date
2-28-23
C. Action/Responsibility: Department Head
1. Assign a designated employee to function as the department’s Travel Coordinator and to maintain travel request documents and to coordinate advance payment and/or reimbursement of employees’ travel expenditures with Accounts Payable.
2. Receive travel documents from Department’s Travel Coordinator and review forms for completeness, accuracy, and compliance with this policy.
3. Approve or deny local, out-of-area (non-overnight) and all P.O.S.T. related (Police Chief) travel requests.
4. For all overnight or out-of-state travel requests, except overnight travels to San Bernardino, Riverside, Orange, San Diego and Los Angeles Counties, Sacramento and P.O.S.T. related training, sign and submit to the City Manager for approval.
5. Submit approved travel requests (signed by the City Manager if required) to the Department’s Travel Coordinator for forwarding to Accounts Payable.
D. Action/Responsibility: Accounts Payable
1. Review all travel forms/documents for completeness and compliance with this policy and inform Department of non-compliance issues.
2. If request is complete and in compliance, process as follows:
1. Process vouchers for checks and send to vendor or release to authorized employee.
2. File vouchers and travel request form.
3. Process employees’ travel expenditures in accordance with this policy.
4. Establish a monitoring system to detect employees who have not submitted necessary travel documents including the reconciled travel forms at the conclusion of their business trip.
5. Provide departments with a list of employees who did not submit complete travel documents, as required by these guidelines.
6. Maintain copies of all documents relevant to individual travel requests.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
15 of 16
Section
20-17
Effective Date
2-28-23
Issued Date
2-28-23
V. VERIFICATION
The following are step-by-step instructions for verification of travel expenses.
A. Action/Responsibility: Employee
Within fifteen working days of return date to work:
1. If the total expense amount is equal to the original amount approved on the travel request form, provide all required original receipts for expenses to the Department’s Travel Coordinator.
2. If less money than the travel advance was spent, submit the unspent funds to the City Cashier and provide Department’s Travel Coordinator with the original receipt.
3. If more money than the travel advance was spent, submit the receipt for the expense along with an explanation to the Department’s Travel Coordinator. The difference will be reimbursed upon the Department Head’s approval.
B. Action/Responsibility: Department’s Travel Coordinator Attach all original receipts to the original Travel Expense Report (COF 113) and submit to Accounts Payable for review and processing:
1. If “V.A.1.” of the above applies and the amount is equal to the original amount approved on the travel request form, complete the bottom portion of the Travel Expense Report, attach original receipts and explanations. Obtain the employee’s and Department Head’s signatures and forward to Accounts Payable for processing and maintain copies for files.
2. If “V.A.2.” of the above applies, complete the bottom portion of the Travel Expense Report, attach original receipts including the Cash Receipt demonstrating the amount deposited with City Cashier, obtain the employee’s and Department Head’s signatures.
Forward all documents to the Accounts Payable Office and maintain copies for files.
3. If “V.A.3.” of the above applies, attach original receipts, explanation, and obtain the employee’s signature. Request difference on a pay voucher, obtain the Department Head’s approval and forward to the Accounts Payable Office for processing and maintain copies for files.
City of Fontana
POLICY AND PROCEDURES
Obsolete Section 20-17 Dated File in
City Administrative Manual
Distribution: All Employees and Officials
Subject: EMPLOYEE TRAVEL
EXPENDITURES
Page
16 of 16
Section
20-17
Effective
Date 2-28-23
Issued Date
2-28-23
C. Action/Responsibility: Department Head
Review all explanations, approve/deny request for reimbursement of expenses exceeding the original authorized amount.
D. Action/Responsibility: Accounts Payable
1. Receive all documents from Department’s Travel Coordinator. a. Process voucher for check if requested.
b. Verify any reimbursements have been submitted.
c. Retain documents in travel files.
2. Each month, travel expenditures will be made available to the City Manager’s Office.
E. Action/Responsibility: Finance Department
Schedule and perform periodic reviews of the City’s travel expenditures.