PURPOSE:
This policy sets forth the City's rules and guidelines which will govern individuals that travel for the City. Common sense and good judgment shall be the rule.

RESPONSIBILITY:
It will be the responsibility of the Finance Department to disseminate this policy to new employees, Department Heads, and Council Members and to maintain all relevant travel expense records.

Department Heads will be responsible for communicating this policy to employees or may direct employees to the Finance Department for an explanation.

POLICY PROCEDURE:

1. Request Permission to Travel
Authority to travel may be obtained by submitting a Request for Travel/Advance Form No. 1017 which requires Department Head and Finance Department approval. In accordance with council policies, the Mayor and Council do not need to request permission to travel.

If the pre-approval for travel or training is to attend a conference or training program, a descriptive brochure or announcement describing the seminar or training session and fees should accompany the Request for Travel/Advance form. This form must be submitted to receive approval to travel and to pre-pay registration fees or travel advances, if needed.

2. City Approved Travel Agencies
Arrangements for travel including information, reservations, tickets, etc., shall be obtained through any of the travel agencies named on the City-Approved Travel Agency list. All transportation reservations (air, rail, rental cars) shall be made and tickets obtained through one of these agencies, unless those arrangements are made on an emergency basis. Lodging reservations may be arranged through a City-Approved agency at the discretion of the employee. Employees should request whether government discounts are available for lodging and other services. Fares for transportation bookings made by travel agency will be billed directly to the accounts payable department referencing department traveling.

Occasionally, reduced rate travel arrangements are offered in conjunction with a conference. Employees should use the conference arrangements if the price is lower than that offered by the designated travel agency.

Approved Travel Agencies are:
Belleville Travel 277-6300
Hoppenjans Travel 234-6200
Rowe Travel 277-7900

3. Transportation
Automobile Transportation:
    · Rental Cars: Actual rental plus gasoline costs as documented.
    · City Cars: Actual gasoline costs as documented.
    · Personal Cars: $.315/mile (or current allowable rate as set by the IRS).
Bus, Rail, or Airline Transportation: Reimbursed at the actual round-trip cost of the coach fare.
Taxi, Metro-Rail or Bus, Parking, and Tolls: Reimbursed as documented.

4. Lodging
Only commercial lodging is eligible for payment or reimbursement at the actual single room rate plus applicable tax. Lodging must be pre-approved on the Request for Travel/Advance form to ensure reasonable rates

5. Meals
Per Diem will be paid for travel outside the City and is to cover the reasonable cost of meals, taxes and gratuities not to exceed 15%. The maximum per diem rates are as follows:

Per Diem reimbursement will not be allowed for meals included in the cost of registration, and will only be allowed up to the amount actually expended if less than per diem rate. Meal reimbursements shall not exceed the limits as prescribed above. Per diem rates shall be the same as published General Services Administration rates.

6. Telephone
Business calls shall be reimbursed for the actual cost of the call.
Personal calls shall be reimbursed at a maximum of $5.00 per day.

7. Reimbursements/Receipts
Upon return from travel the employee shall submit the Travel Expense Report to the Department

Head within 5 working days for review and approval. The Department Head shall forward the form with documentation to the Finance Department.