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CITY OF GEM LAKE MN '411if 4200 Otter Lake Road Gem Lake; Minnesota 55110 TRAVEL AND REIMBURSEMENT POLICY 1. Purpose The purpose of the travel and reimbursement policy is to establish uniform and consistent guidelines for the reimbursement of money spent on official city business. The guidelines were developed using City practices, State regulations, and State Auditor recommendations. The policy and procedures relative to such travel are..contained in. the following statement. Travel by City officials and employees to: attend a professional or municipal association. meeting is beneficial to progressive. local government. A person engaged in such gavel for the benefit of the City has a responsibility to keep accurate, substantiated records and .:to submit a request for reirnbursementin accordance with this policy. 2.. Training The Mayor must approve training .in advance. All out-of-state training must be approved by the City Council. Whenever possible the City will prepay tuition ar registration costs directly to the organization sponsoring the training: A.copy of the conference or meeting agenda listing, registration fees, meals included therein, and official starting and ending dates must be provided to the finance department with prepayment requests. if it is not,possible to prepay tuition or registration cost, the. employee will be.reimbursed the cost. Requests for reimbursement of training costs must include a copy of the conference or meeting agenda listing registration fees; meals included. therein, official start. and ending dates and proof of payment.. 3. Travel Mileage will. be reimbursed at the current IRS mileage reimbursement rate. Reimbursable mileage will. be the lesser of actual miles drivers from normal work location to training/meeting/conference location or the actual miles traveled from departure location to destination less the mileage of commute to normal work location. If this results in the employee traveling less miles, the City will not reimburse the employee:for mileage. When more than. one City employee uses the same personal car for travel, reiirnbursernent shall be based upon the IRS mileage reimbursement rate, payable to the owner of the vehicle. Out -Of -State Travel: All out-of-state travel must be approved by the City Council. A copy of the conference or meeting agenda listing registration fees, meals included therein, and official. starting and ending dates must be provided. Look for us on. the World Wide Web at gemlakemn.org