12-10-2018 Council Packet - Laserfiche WebLink

Home Browse Search

Telephone: Reimbursement for long distance telephone calls will be allowed for City business and one call to a family member per day of 10 minutes or less. Miscellaneous: Other miscellaneous expenses may be authorized, as required and as approved. Employee Expense Reports 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 and City Administrator or the City Administrator's designee. Detailed receipts for expense items must accompany each expense report. Use of Vehicles An employee on City business is required to use a City vehicle if possible. All use of City vehicles must be approved by the employee's immediate supervisor. An employee using a City vehicle must have a valid driver's license in the appropriate class. Any violation of this provision may subject the employee to disciplinary action up to and including termination. Employees using City vehicles must be particularly mindful of all traffic regulations and courtesies of the road. Abuses and violations may subject the employee to disciplinary action, up to and including termination. Unless approved by the City Council or City Administrator, the use of City vehicles for personal reasons is prohibited. Violation of this provision may subject the employee to disciplinary action. Use of a private vehicle for City business must receive prior approval from the employee's immediate supervisor. The mileage rate for reimbursement shall be at the prevailing IRS reimbursement mileage rate. Claims shall be submitted to the Finance Director on a claim form provided by the City and shall be itemized, showing the date, destination, purpose of the trip, and mileage, and be signed by the person making the claim. Mileage reimbursement shall be made upon City Council approval of the claim. Employees using their personal vehicle and claiming mileage reimbursement on City business shall assume liability through the employee's own vehicle insurance carrier for personal injury, property damage, and comprehensive/collision damage to their vehicle. Any traffic violations incurred while on City business are the responsibility of the employee to satisfy. Use of the employee's private vehicle for City business must also meet requirements of the U.S. Internal Revenue Service as to the reporting of claims for mileage paid by the City. An accident while on City business with either a City vehicle or a private vehicle shall be immediately reported verbally to the supervisor and to the Administration Department. This initial report shall be followed up with completion of the required insurance carrier form and pertinent incident reports as soon as possible. 23 142286x12