Chapter 2.96
REIMBURSEMENT FOR TRAVEL EXPENSES
Sections:
2.96.010 Per diem.
A. Meals. In cases where city employees and/or officials are authorized to travel at city expense and meals are not included as a portion of any prepaid registration, the following per diem rates of reimbursement shall be made. Such reimbursement shall only be applicable for travel in excess of 25 miles from the city and further only be applicable where overnight lodging is also necessitated. Meal allowances shall include meals, tax and gratuity; with total not exceeding the following limits:
1. For locations within Washington State, meal rate reimbursements will be according to those rates listed on the State of Washington Office of Financial Management’s (OFM) Administrative and Accounting Resources website located at:
http://ofm.wa.gov/resources/travel.asp
These reimbursement rates may change annually, based on the most current established OFM travel allowance.
2. For locations outside of Washington State, refer to the GSA website at: www.gsa.gov. Select U.S. Per Diem Rates to view rates for the continental U.S.A.
B. Meals/No Required Lodging. In cases where city employees and/or officials are authorized to travel at city expense and meals are not included as a portion of any prepaid registration and no overnight lodging is required, meal reimbursement shall be at the rate which the actual expense is incurred (including tip not to exceed 15 percent of the meal cost), and for which receipts are presented to support the claims.
C. Lodging. Expenses shall be reimbursed at actual cost; provided, however, in the event the room’s receipt reflects charges for other than a single room, the employee or official shall be obligated to pay the difference. Notification of the mayor is required for overnight travel to seminars and conferences within Washington State and Oregon State. Preapproval by city council is required for travel outside of Washington State and Oregon State.
D. Mileage. If private vehicles are used, mileage will be reimbursed at the current IRS mileage rate where transportation is not directly provided by the city. Reimbursement will be at fare cost when travel is provided by bus, train, airplane or automobile rental; receipts to support the claims are required.
E. Miscellaneous Expenditures. Employees will be reimbursed for the actual cost of parking fees, ferry and bridge tolls, baggage fees, charges for facsimile services, mandatory fees charged by lodging establishments, charges for checked baggage (excluding overweight charges and up to two bags), and taxi fees. Receipts to support these claims are required. [Ord. 2015-01, 2015; Ord. 2003-04, 2003; Ord. 86-9 § 1, 1986].