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2002-09-16 CC WS Packet
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2002-09-16 CC WS Packet
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<br />Resolution No. 00-43 <br />Page 22 <br /> <br />Department. The request must be submitted by the deadlines established <br />for check payments. <br />Advancing money for travel does not constitute approval of spending the <br />entire advanced sum. Monies not spent must be returned to the City. <br />Pre-payment of travel expenses (for example, registration fees) may be <br />made upon application and approval of voucher by the City Administrator <br />or designee. <br /> <br />18.7 REIMBURSEMENT PROCEDURES <br /> <br />Only approved, actual, and necessary expenditures qualify for reimbursement, <br />and must have receipts. In addition, to receive reimbursement the following <br />criteria must be met: <br /> <br />. Within 30 days of returning from an approved TT&E event, the <br />participant must submit a mileage and expense report form. <br />. Receipts for the payment of transportation, lodging, and other <br />business expenses shall be attached to the expense report. <br />. Tips shall be noted on the meal receipt. <br />. All receipts must be dated and in chronological order. <br />. Any unused portion of a cash advance will be returned to the City. <br />. If the billing is for joint occupancy, the lodging cashier should indicate <br />the single room rate for the room occupied. It is the TT&E participant's <br />responsibility to obtain this. <br />. TT&E participants shall be required to submit an itemized lodging bill <br />showing both charges and payments for reimbursement. <br />. TT&E participants submitting receipts for parking fees shall be <br />reimbursed in the amount noted on the receipt. <br />. When two or more TT&E participants travel to the same destination by <br />the same vehicle, mileage and parking fee reimbursement will be <br />made to only one person. <br /> <br />A significant, unexplained discrepancy between the estimated cost as requested <br />on the TT&E request form and the expense report form may result in a request <br />for additional justification. <br /> <br />18.8 FOllOW-UP PROCEDURE <br /> <br />It is expected that all participants in TT&E will receive a documentable benefit <br />from attending a TT&E event. It is a goal of the TT&E program that participants <br />share that benefit with an appropriate audience. Therefore, upon return from a <br />TT&E event participants are required to somehow communicate the gained <br />benefit. Acceptable mediums for this requirement, which should be chosen <br />based on appropriateness, include, but are not limited to: <br /> <br />· Written report to supervisor, co-workers, or others who would gain <br />from knowledge; <br />. Verbal discussion at a staff or department meeting; <br />
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