Legal Documents of Rutledge

Code of Rutledge

Table of Contents » Title 4 Municipal Personnel » Chapter 1 Travel Reimbursement Regulations » § 4-102 Travel policy.
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Title 4
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Title 4, Chapter 1
4-101
§ 4-101
Rutledge
Title 4 : Municipal Personnel
Chapter 1 : Travel Reimbursement Regulations

4-102 : Travel policy.

  1. In the interpretation and application of this chapter, the term "traveler" or "authorized travel" means any elected or appointed municipal officer or employee, including members of municipal boards and committees appointed by the mayor or the municipal governing body, and the employees of such boards and committees who are traveling on official municipal business and whose travel was authorized in accordance with this chapter. "Authorized traveler" shall not include the spouse, children, other relatives, friends, or companions accompanying the authorized traveler on city business, unless the person(s) otherwise qualifies as an authorized traveler under this chapter.
  2. Authorized travelers are entitled to reimbursement of certain expenditures incurred while traveling on official business for the city. Reimbursable expenses shall include expenses for transportation; lodging; meals; registration fees for conferences, conventions, and seminars; and other actual and necessary expenses related to official business as determined by the CAO. Under certain conditions, entertainment expenses may be eligible for reimbursement.

  3. Authorized travelers can request either a travel advance for the projected cost of authorized travel, or advance billing directly to the city for registration fees, air fares, meals, lodging, conferences, and similar expenses.

    Travel advance requests aren't considered documentation of travel expenses. If travel advances exceed documented expenses, the traveler must immediately reimburse the city. It will be the responsibility of the CAO to initiate action to recover any undocumented travel advances.

  4. Travel advances are available only for special travel and only after completion and approval of the travel authorization form.
  5. The travel expense reimbursement form will be used to document all expense claims.
  6. To qualify for reimbursement, travel expenses must be:

    1. Directly related to the conduct of the city business for which travel was authorized; and

    2. Actual, reasonable, and necessary under the circumstances. The CAO may make exceptions for unusual circumstances.

      Expenses considered excessive won't be allowed.

  7. Claims of five dollars ($5.00) or more for travel expense reimbursement must be supported by the original paid receipt for lodging, vehicle rental, phone call, public carrier travel, conference fee, and other reimbursable costs.
  8. Any person attempting to defraud the city or misuse city travel funds is subject to legal action for recovery of fraudulent travel claims and/or advances.
  9. Mileage and motel expenses incurred within the city aren't ordinarily considered eligible expenses for reimbursement. (1996 Code, § 4-202)
Date Last Updated: 09/08/2022
Codification Date: 09/08/2022

Officials at Date of Last Codification:

Mayor - Fred Sykes
Vice Mayor - Benny Atkins
Alderman - Ed Boling, Jr.
Alderman - Martha Ann Cameron
Alderman - Jason Day
Recorder - Stacy Harbin
City Attorney - Evan Newman

Date Last Updated: 09/08/2022
Codification Date: 09/08/2022

Officials at Date of Last Codification:

Mayor - Fred Sykes
Vice Mayor - Benny Atkins
Alderman - Ed Boling, Jr.
Alderman - Martha Ann Cameron
Alderman - Jason Day
Recorder - Stacy Harbin
City Attorney - Evan Newman