2009-12-09 Addn'l Handout from Mtg.

Home Browse Search

12 -09 -09 Forms: Tuition Reimbursement forms are available from the Finance Director. A photocopy of the completed Tuition Reimbursement form will be placed in the Employee's personnel file. Limit: No employee may receive in excess of $1,500 tuition reimbursement in any one calendar year. The City Council may waive this limitation in unusual circumstances where it is determined that there is a justifiable City need for an Employee to take additional schooling. 12.3 Travel Reimbursement The City Council may authorize travel at City expense for the effective conduct of City business. Authorization must be granted prior to incurring the actual expenses. Employees so authorized will receive reimbursement for necessary and incidental expenses according to the terms outlined in this policy and IRS requirements for an "accountable plan." Receipts and /or other verification of the expenses, which show the actual cost of lodging, meals and incidental expenses, are required for reimbursement. A) Automobile Expense: When Employees are required to use their own vehicles to conduct City business or to attend approved training, the City will reimburse the Employee for mileage at a rate as allowed by IRS regulation.. The allowed rate will change on the first of the month following the effective date as provided in IRS regulations. B) Overnight Travel: Lodging expenses include 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 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. 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. Page 27 of 50 Adopted _,2009