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<br />"accountable plan." Receipts and/or other verification of the expenses, which show <br />the actual cost of lodging, meals and incidental expenses, are required for <br />reimbursement. <br /> <br />A) . Automobile Expense: When Employees are required to use their own <br />vehicles to conduct City business or to attend approved training, the City will <br />reimburse the Employee for mileage at a rate established by action of the <br />City Council. The adopted rate will remain in effect until a change in rate is <br />approved. <br /> <br />B) Overnight Travel: Lodging expenses include actual reasonable cost of <br />lodging while away on approved travel or training. The amount of <br />reimbursement for an individual attendee of a conn ence or meeting will <br />normally be the least expensive single room rate at the location of <br />the conference, or the actual cost, whichever is 1 <br /> <br /> <br />C) Meal Allowance: Employees will be r. b <br />and a reasonable gratuity, when on ed <br />Employees will be reimbursed for mt' <br />meetings only when the meals are <br />fee. In other words, Employees are <br />meals are provided. The maximum allow <br />will be set periodically b r. ity Council. <br />considered nontaxable rules or an "accountable plan," the <br />meal expense must be in c an overnight stay and a receipt <br />must be provided. eimburs for eal expenses not in connection with <br />an overnight taxable . be reported on the Employee's W-2 <br />form. Me ch are ltemized and are part of a conference or <br />meeting regis included in this requirement and will not be <br />consi xao <br /> <br /> <br />D) an ees: When prior approval has been granted by the <br />registration and/or conference fees are eligible for <br />r pre-payment. <br /> <br />E) d Alternative Travel: The City will reimburse the Employee for <br />necessary parking fees incurred for required travel. The City will also <br />reimburse for the Employee for the reasonable cost incurred when approved <br />travel is made by other means of transportation, but will be reimbursed only <br />the amount that would have been reimbursed had the Employee traveled <br />using the least cosdy method, unless otherwise approved. <br /> <br />F) Overnight Travel Away From Home: Travel away from home is work <br />time when it cuts across the Employee's work day. The time to be <br />considered is not only hours worked on regular working days during normal <br />working hours, but also during the corresponding hours on non-working <br />days. <br /> <br />26 <br />