HomeMy WebLinkAbout04-291 CITY OF LAKEVILLE
RESOLUTION
Date December 20, 2004 Resolution No. 04-291
Motion By Wulff Seconded By Bellows
RESOLUTION REVISING THE TRAVEL POLICY
FOR ALL POSITIONS WITH THE CITY OF LAKEVILLE
WHEREAS, the City Council has, from time to time, established by resolution
the conditions and employment benefits for employees of the City of Lakeville; and
WHEREAS, the City Council believes it to be appropriate to allow Department
Heads the authority to approve employee in state travel requests in accordance with the
City's adopted budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Lakeville:
1. The attached Travel Policy is hereby revised and adopted. for all positions
• of employment with the City of Lakeville.
APPROVED AND ADOPTED by the City Council of the City of Lakeville,
Minnesota, this 20th day of December, 2004.
CITY OF LAKEVILLE
BY:
Robert J son, Mayor
TEST:
Charlene Friedges, City erk
S TRAVEL
POLICY
APPROVAL AND ADVANCES
1. All in state travel and seminar attendance by City employees must be in
accordance with the City's adopted budget and requires prior approval by
the appropriate department head. All out of state travel must also be
approved by the City Administrator. All travel and seminar attendance by
the City Administrator must be in accordance with the City's adopted
budget.
2. Travel requests must be submitted on a Travel Authorization. Request.
form. Information provided will include: reason for travel, duration of stay,
method of travel, estimated expenditures, and amount of required
advance based on allowable expenses.
3. Approval for travel must be obtained prior to seminar registration or other
final travel arrangements. Approval must be requested at least seventy-
two (72) hours prior to departure.
ALLOWABLE EXPENSES
4. Hotel/Lodging -Accommodations must be selected at reasonable cost,
consistent with the facility available and convenient to location of the
conference or business meeting attended.
An employee may claim only the actual and necessary cost of the lodging.
5. Transportation -Allowable transportation costs will include reimbursement
for: mileage accumulated on personal vehicle at the prevailing IRS
mileage reimbursement rate; actual round trip coach rate air fair; or actual
receipted expenses for City owned vehicles, as required and as approved.
6. Meals and Miscellaneous -Reimbursement for the reasonable costs of
meals, including sales tax and gratuity not to exceed 15%, shall be limited
to the following:
a. In State Travel - Full Day $34.00 per day (maximum)
Individual Meals $ 8.00 Breakfasts
$10.00 Lunches
$16.00 Dinners
b. Out. of State Travel -The reasonable cost of meals exceeding. the
approved guidelines will be reimbursed according to the cost of living
standards applicable to the area. An explanation must be included for
cost of meals exceeding the reimbursement guidelines of the approved
Travel Authorization Request.
A breakfast allowance will be authorized for any Lakeville departure prior
to 8:00 a.m. A dinner allowance will be authorized for any Lakeville arrival
after 7:00 p.m.
The meal reimbursement limits do not apply when the meal expense is
included in the cost of the conference or .seminar. Additionally, the City
does not reimburse costs on a per diem basis but for actual cost incurred.
Meal receipts must be submitted for reimbursement.
Other miscellaneous expenses may be authorized, as required and as
approved.
7. Telephone. Reimbursement for long distance telephone calls will be
allowed as follows:
• City business.
• One call to a family member, on the first and third day of travel, for
a period of 10 minutes or less.
EMPLOYEE EXPENSE REPORTS
8. Within five (5) working days upon return to work, an employee must
submit an Employee Expense Report for approval by the employee's
department head. Receipts for expense items. must accompany .each
expense report.
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