Res. #24-006 - Adopting a Revised Personnel Policy

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B) Overnight Travel: Lodging expenses include the actual reasonable cost of lodging while away on approved travel or training. The amount of reimbursement for an individual attendee of a conference or meeting will normally be the least expensive single room rate available at the location of the conference, or the actual cost, whichever is less. C) Meal Allowance: Employees will be reimbursed for meals, including tax and a reasonable gratuity, when on an 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 are not itemized and are part of a conference or meeting registration fee are not included in this requirement and will not be considered taxable. Maximum daily reimbursement will follow the Federal Government GSA reimbursement schedule for Minnesota (current amounts for 2024 shown): Breakfast $13.00 Lunch $15.00 Dinner $26.00 Incidentals $ 5.00 Daily Total $59.00 No reimbursement will be made for alcoholic beverages. A full reimbursement, over the maximum defined, may be authorized if a lower cost meal is not available when attending banquets, training sessions, or meetings of professional organizations. No reimbursement will be provided unless the employee provides a detailed receipt from the food establishment proving compliance with this policy. D) Tuition, Dues and Fees: When prior approval has been granted by the City Council, registration and/or conference fees are eligible for reimbursement or pre- payment. E) Parking and Alternative Travel: The City will reimburse the Employee for necessary parking fees incurred for required travel. The City will also reimburse the Employee for the reasonable cost incurred when approved travel is made by other means of transportation but will be reimbursed only the amount that would have been reimbursed had the Employee traveled using the least costly method, unless otherwise approved. F) Overnight Travel Away from Home: Travel away from home is work time when it cuts across the Employee's workday. The time to be considered is not only Page 30 of 60