Legal Documents of Gatlinburg

The employee will be reimbursed for actual lodging costs plus tax incurred up to the applicable maximum amounts. Lodging receipts are required and must itemize room charges and taxes by date. If a convention rate exceeds the maximum reimbursement rate and is documented by a convention brochure or registration form, a higher reimbursement rate will be allowed.

The maximum reimbursement rates for lodging are the same as those maintained by the U.S. General Services Administration for federal employees within the continental United States (CONUS). The CONUS list, available on the General Services Administration web site at http://www.state.tn.us/finance/act/accounts.html, contains a standard reimbursement rate for lodging and meals and incidentals, and several pages of exceptions.

If a room is shared with other than a city employee, actual costs subject to the applicable maximum rate in the reimbursement rate schedule apply. In the event of double occupancy for city employees on official travel, both employees should attach an explanation to his/her travel claim detailing dates and other employees with whom the room was shared. The lodging costs may be claimed by the employee who incurred the cost, or one-half the double occupancy charge may be allowable for each employee. (Ord. #2202, March 2000)