2002-09-16 CC WS Packet - Laserfiche WebLink

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Resolution No. 00-43 Page 20 C. Lodging . Reimbursement for lodging expenses shall be allowed only for authorized TT&E participants. . TT&E participants should choose lodging based on reasonableness of cost and proximity to the conference, meeting, or training site. . Reimbursement will be made at the lowest standard single room rate of the chosen facility. . Each authorized person shall be allowed an individual single room. . Lodging costs shall be reimbursable only from the night preceding the conference through the night immediately following such event, unless an additional evening's stay will decrease travel costs. . Overnight stays within the local training area are not permitted without the City Administrator's or designee's approval in advance of the stay. D. Miscellaneous expenses . One (1) personal long distance call per day, in an amount not to exceed 15 minutes, will be reimbursed. · Costs for reasonable use of phones, copy and fax machines, or other approved business services when used to conduct City business will be reimbursed. E. Transportation Auto Rental: Rental cars shall not be used as part of a TT&E event unless prior approval has been obtained from the City Administrator or designee. The cost reimbursed will be at the mid-size vehicle rate. Auto rental must be requested on the Travel Request form, and justified as required for official business. Multiple quotes, including appropriate insurance and fees, should be obtained from a minimum of three (3) rental agencies and attached to the request form. If reasonable public transportation is available, or a less expensive means of transportation is available, a rental car should not be requested. A car may be rented if the local transportation is impractical, or more expensive, than renting a car for the period in question. City Vehicle and Personal Vehicle Usage: Transportation within the state shall be by City vehicle. If a City vehicle is not available, TT&E participants may use a personal vehicle. Approved personal auto usage while attending a TT&E event is reimbursed at the current Internal Revenue Service per-mile rate. The City of Cottage Grove does not provide insurance on personal vehicles. When traveling from the normal work location to a TT&E event and back, the mileage allowance is the actual work related mileage traveled. When traveling from a TT&E participant's residence to a TT&E event, and then to a normal work location, the mileage allowance is the excess miles traveled over those normally driven from the residence to the normal work location. When traveling from a normal work location to a TT&E event, and then to the TT&E participant's residence, the mileage allowance is the