2005-12-14 CC Packet - Laserfiche WebLink

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CITY or CBlft'BRVlLLB ELECTBD OJl':ncw, OUT-OJl'-STATB TRAVEL POLICY Purpose: The Ciw of Centervi11e reettgr'19.e8 that its Elected 0fIicial may at times receive value from traveling out of the state for workshops, conferences, events and other a&caigrtmEmts. 'Ibis policy sets forth the conditions under which out-of-state travel will be reimbursed by the City. General Guidelines: 1. The event, workshop, conference or &SAi!V'1TI~nt must be approved in advance by the Ci1;y Council at an open meeting and must include an estimate of the cost of the travel. In evaluating the out-of-state travel request, the Council will consider the following: . Whether the Elected Ofticial will be receiving training on issues relevant to the City or to his or her role as the Mayor or as a Council Member; . Whether the Elected Oflicial will be meeting and networking with other Elected Oflicials from around the countly to exchange ideas on topics of relevance to the Ci~ or on the official roles of local Elected Oflicials; . Whether the Elected Oflicial will be viewing a City faciliW or function that is mn.i1er in nature to one that is currently operating at, or under consideration by the City where the purpose for the trip is to study the facility or function to bring back ideas for the consideration of the full Council; . Whether the Elected Oflicial has been specifically a&~ed by the Council to testify on behalf of the City at the United States Congress or to otherwise meet with federal officials on behalf of the City; . Whether the City has sufficient funding available in the budget to pay the cost of the trip. 2. No reimbursements will be made for attendance at events sponsored by or ~ft;11ated with political parties. 3. The City may make payments in advance for airfare, lodging and registration if specifically approved by the Council. Otherwise all payments will be made as reimbursements to the Elected Oflicial. 4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs using the same procedures, limitations and guidelines outlined in the City's Personnel Policy for City employees. 5. Airfare will be reimbursed at the coach rate. 6. Mileage will be reimbursed at the IRS rate. If two or more Council Members travel together by car, only the driver will receive reimbursement. The City w:i11 reimburse for the cost of renting an automobile if _ to conduct City business. 7. Lodging costs are limited to those which are reasonable and necessary. 8. Receipts are required for lodging, airfare, and meals and same should accompany an expense report form. It is not nece8881Y to have receipts for cabs and tips. The expense report form shall be submitted to the City Clerk (or Finance Department) for payment. Elected 0ftlcIal Travel Policy Page 10f2 4X