Res 2012- 50 Travel Expense for City EmployeesCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
RESOLUTION 2012-050
RESOLUTION GOVERNING TRAVEL FOR ALL ELECTED
OFFICIALS AND CITY EMPLOYEES
WHEREAS, the City of Mendota Heights annually budgets for conferences,
schools, and other professional development events, some of which occur outside the
seven county metropolitan area and the State of Minnesota, for city employees and
elected officials; and
WHEREAS, the City Council desires to have a written policy governing the
approval for attendance at conferences, schools, and other professional development
events at the city's expense.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of
Mendota Heights that the attached "City of Mendota Heights Travel Authorization and
Expense Reimbursement Policy" be adopted.
NOW, THEREFORE, BE IT FURTHER RESOLVED, that this resolution
supersedes and replaces resolution 98-04 approved on January 6, 1998.
Adopted by the City Council of the City of Mendota Heights this third day of
July, 2012.
ATTEST
Lorri Smith
City Clerk
CITY COUNCIL
Y OF ME OTA HEIGHTS
70, z
an a Kre sbach
Mayor
/
City of Mendota Heights
Travel Authorization and Expense Reimbursement Policy
Purpose: The City of Mendota Heights recognizes that its employees and elected officials may at
times receive value from traveling outside the seven - county metropolitan area for workshops,
conferences, events and other assignments. This policy sets forth the conditions under which for
in -state overnight travel and out -of -state travel will be reimbursed by the City.
General Guidelines:
1 All travel by Mendota Heights employees requires either the approval of the City Council,
the City Administrator and /or the Department Head of the employee.
2. All in -state conferences, seminars, workshops, training or other educational related expenses
in excess of $1,000.00 (to include estimated travel related expenses), shall require the
approval of the City Council. All in state training, seminars, etc., in excess of $500.00 or
requiring an overnight stay, shall require the approval of the City Administrator.
3. All out -of -state conferences, seminars, workshops, training or other educational related
expense must be approved in advance by the City Council at an open meeting and must
include an estimate of the cost of the travel. In evaluating the out -of -state travel request, the
Council will consider the following:
® Whether the elected official or employee will be receiving training on issues relevant to
the city or to his or her role;
® Whether the elected official or employee will be meeting and networking with other
officials from around the country to exchange ideas on topics of relevance to the City or
on the official roles city officials.
® Whether the elected official or employee has been specifically assigned to testify on
behalf of the city or to otherwise meet with officials on behalf of the city.
• Whether the city has sufficient funding available in the budget to pay the cost of the trip.
4. No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties.
5. The city may make payments in advance for airfare, lodging and registration if specifically
approved by the council. Otherwise all payments will be made as reimbursements to the
elected official or employee.
6. Conference Registration Fees — if the conference fee was not prepaid, City of Mendota
Heights will reimburse these fees, including business related banquets or meals that are part
of the conference registration. Original receipts to support the payment are required. If the
conference does not provide a receipt, a canceled check, credit card slip /statement, or
documentation that the amount was paid is required for reimbursement.
Entertainment activities such as golf outings and sightseeing tours will not be reimbursed.
7. Airfare — if the airfare was not prepaid, an original itemized airline receipt, an e- ticket
receipt /statements, or an internet receipt /statement is required for reimbursement. Airfare will
be reimbursed at the coach rate.
8. Automobile (Personally owned) - Mileage will be reimbursed at the IRS rate. If two or more
people travel together by car, only the driver will receive reimbursement. The city will
reimburse for the cost of renting an automobile if necessary to conduct city business.
Commercial rental vehicle will be reimbursed for entry -level or the most economic vehicle
available. Original receipts are required for reimbursement.
9. Lodging costs will be reimbursed at reasonable, single occupancy or standard business room
rates. When the hotel or motel is the conference or convention site, reimbursement will be
limited to the conference rate.
10. Meals costs reimbursement will be based on the U.S. General Services Administration (GSA)
guidelines that vary by city location. Meals will be reimbursed up to the amount based on
current GSA rates (i.e. if the GSA per diem amount for breakfast is $7.00, the reimbursement
will be up to $7.00 for breakfast). Meal per diem includes all taxes and tips. Original
itemized receipts are required for reimbursement.
11. Receipts are required for lodging, airfare, meals, and vehicle rental (if applicable) should
accompany an expense report form. The expense report form shall be submitted to the
Finance Department for payment within two weeks after the trip was completed.
12. The city will not reimburse for alcoholic beverages, personal telephone calls, costs associated
with the attendance of a family member, rental of luxury vehicles, meal expenses included in
the cost of registration, or recreational expenses such as golf or tennis.
Approved and adopted by City Council on 07 -03 -2012