Legal Documents of Sweetwater

City employees shall use the most economical means available when traveling at city expense; shall thoroughly document all expenses incurred; and shall complete all necessary travel requests and reports according to the following guidelines:

1. Transportation/public transportation. The city will pay the actual costs of coach or regular fare for public transportation by air, train, or bus.
2. Transportation/automobile.
   1. If a city vehicle is used, the city will pay only the cost of actual expenses for gasoline, oil, and emergency repairs. If a private vehicle is used, the city will reimburse at the state rate per mile by the most direct route to and from a meeting to a maximum of the cost of the most economical airfare for the same trip.
   2. If a private vehicle is used by two (2) or more official travelers on the same trip, only the traveler owning or having custody of the vehicle will be reimbursed for mileage in accordance with the rate outlined above.
   3. In no event shall reimbursement for use of a private vehicle, meals, and lodging while in transit to and from destination exceed the cost of economy class air fare.
   4. Additional travel days required due to automobile travel rather than air travel, when automobile travel is selected as a matter of personal preference by traveler rather than by the city, shall be taken as annual leave or other appropriate leave.
   5. The city will reimburse for car rental, including mileage, when any employee can justify the necessity for a vehicle. The employee should include this expense in estimating the cost of the trip beforehand, and be prepared to justify the need for a car at the location. Liability coverage listing the City of Sweetwater as insured must be obtained from the vendor for any use of rental vehicles. Whenever possible, public transportation should be utilized in lieu of rental vehicles.
   6. Employees will not be reimbursed for any fines for traffic violations or parking tickets. Costs incurred to private vehicles due to accidents, or the cost of repairs due to breakdowns of private vehicles will not be reimbursed to employees.
   7. A guest of city personnel may travel in a city vehicle on approved city travel; however, the city will not pay other expenses of the guest.
   8. City vehicles are available and should be used in lieu of private vehicles whenever practical. City vehicles shall not be utilized when the employee intends to combine business travel with annual leave away from the city. Arrangements for city vehicles can be made through the corresponding department head/commissioner.
3. Lodging. Whenever possible, lodging should be booked in advance through the city recorder's office. Reimbursement for lodging will be based on the locality, purpose for travel, and availability of accommodations. Reasonableness and economy should be exercised by the traveler in all instances.
   1. The city will not reimburse for resort accommodations unless the accommodation is at or near the location of the conference, event or meeting attended by city personnel or the expense is approved in advance of the trip.
   2. The city will pay lodging expenses or reimburse lodging expenses incurred by city personnel. A guest may share lodging with city personnel so long as no additional cost is incurred.
4. Meals. City personnel shall be provided or reimbursed a meal per diem at the state rate in effect at the time of the expense published by the Tennessee Department of Finance and Administration, Standard Reimbursement Rate Schedule, https://www.tn.gov/content/dam/tn/finance/documents/fa_policies/policy8.pdf, or upon submission of receipts or affidavit for actual costs for meals that are a part of the conference, event or meeting attended by city personnel.
   1. Meal allowances will not be provided when meal events are included in conference registrations or are otherwise provided at no cost to the employee.
   2. (skipped)
   3. If any meal is part of the official program at a conference or a seminar, the city will reimburse an employee for the actual cost.
   4. Meals for hosts and guests transacting and/or discussing city business is an allowable expense.
   5. Receipts for meals shall not be required except if a part of the official program when the city will reimburse for actual cost.
5. Conference expenses. The city will pay for all actual charges pertaining to an approved conference, meeting, or seminar, including registration fees and dues.

6. Miscellaneous expenses. The city will reimburse actual charges for intra-city taxi, airport bus or limousine fares, tolls and parking, baggage handling, and business telephone calls. The actual cost of one (1) phone call per day (unless emergency) of reasonable length, to family will be paid by the city.

   (Ord. #655, March 1994, as replaced by Ord. #1012, Feb. 2023 Ch8_08-05-24)