2011-12-14 CC Packet - Laserfiche WebLink

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12 j ffiW . - ----- m. - : oeo9 Forms: Tuition Reimbursement forms are available from the Finance Director. A photocopy of the completed Tuition Reimbursement form will be placed in the Employee's personnel file. Limit: No employee may receive in excess of $1,500 tuition reimbursement in any one calendar year. j'he Citq Council map waive this limitation in unusual circumstances where it is determined that there is a justifiable City need for an Employee to take additional schooling. Approval of reimbursement is dependent upon available funding in the city bud=s 12.3 Travel Reimbursement The City Council may authorize travel at City expense for the effective conduct of City business. Authorization must be granted prior to incurring the actual expenses. Employees so authorized will receive reimbursement for necessary and incidental expenses according to the terms outlined in this policy and IRS requirements for an "accountable plan." Receipts and /or other verification of the expenses, which show the actual cost of lodging, meals and incidental expenses, are required for reimbursement. A) Automobile Expense: When Employees are required to use their own vehicles to conduct City business or to attend approved training, the City will reimburse the Employee for mileage at a rate as allowed by IRS regulation.. The allowed rate will change on the first of the month following the effective date as provided in IRS regulations. B) Overnight Travel: Lodging expenses include actual reasonable cost of jodgu% v ile away on approved travel ox training. The amount of - ----- - - - --- reimbursement for an individual attendee of a conference or meetmo¢ coil .instle Loom rate available at cos wmc6ever>s lea Where mulu le F4:....._-- _...._.lz - -... ....... for a single room. Q Meal Allowance: Employees will be reimbursed for meals, including tax and a reasonable gratuity, when on approved assignment for the City. Employees will be reimbursed for meals in connection with conferences and meetings only when the meals are not included in the conference registration fee. In other words, Employees are expected to eat at the conference if meals are provided. The maximum allowable reimbursable expense per meal will be set periodically by the City CounciL For meal reimbursement to be considered nontaxable under the IRS rules for an "accountable plan," the meal expense must be in connection with an overnight stay and a receipt must be provided. Reimbursement for meal expenses not in connection with an overnight stay are taxable and will be reported on the Employee's W -2 form. Meal costs which ate not itemized FormMted: Indent: Hanging: OS' Deleted: Deleted: Deleted: --------------------------------------- . -- Deleted: 12-09.2009 Page 27 of 51 Adopted .2011