2002-09-16 CC WS Packet - Laserfiche WebLink

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Resolution No. 00-43 Page 22 Department. The request must be submitted by the deadlines established for check payments. Advancing money for travel does not constitute approval of spending the entire advanced sum. Monies not spent must be returned to the City. Pre-payment of travel expenses (for example, registration fees) may be made upon application and approval of voucher by the City Administrator or designee. 18.7 REIMBURSEMENT PROCEDURES Only approved, actual, and necessary expenditures qualify for reimbursement, and must have receipts. In addition, to receive reimbursement the following criteria must be met: . Within 30 days of returning from an approved TT&E event, the participant must submit a mileage and expense report form. . Receipts for the payment of transportation, lodging, and other business expenses shall be attached to the expense report. . Tips shall be noted on the meal receipt. . All receipts must be dated and in chronological order. . Any unused portion of a cash advance will be returned to the City. . If the billing is for joint occupancy, the lodging cashier should indicate the single room rate for the room occupied. It is the TT&E participant's responsibility to obtain this. . TT&E participants shall be required to submit an itemized lodging bill showing both charges and payments for reimbursement. . TT&E participants submitting receipts for parking fees shall be reimbursed in the amount noted on the receipt. . When two or more TT&E participants travel to the same destination by the same vehicle, mileage and parking fee reimbursement will be made to only one person. A significant, unexplained discrepancy between the estimated cost as requested on the TT&E request form and the expense report form may result in a request for additional justification. 18.8 FOllOW-UP PROCEDURE It is expected that all participants in TT&E will receive a documentable benefit from attending a TT&E event. It is a goal of the TT&E program that participants share that benefit with an appropriate audience. Therefore, upon return from a TT&E event participants are required to somehow communicate the gained benefit. Acceptable mediums for this requirement, which should be chosen based on appropriateness, include, but are not limited to: · Written report to supervisor, co-workers, or others who would gain from knowledge; . Verbal discussion at a staff or department meeting;