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SECTION 14 21- Citv Council Business and Travel Expenses <br />City Council members who travel are expected to exercise good judgment when incurring <br />business and travel costs. All travel must be related to official City business. All costs for <br />business and travel must be reasonable. The City Council will make the final determination as to <br />what constitutes "reasonable" business and travel expenses. City Council members who engage <br />in City business and travel on City business are entitled to reimbursement for the following <br />expenses: <br />1. Event expenses: <br />a. City Council members who attend social, celebratory, or charitable events <br />occurring in Lamar County shall be eligible for reimbursement of their expenses by <br />the City only if attendance at the event was approved in advance by the City Council <br />in accordance with Resolution No. 2004-081. <br />b. Reimbursement for attendance at the events enumerated herein shall be limited <br />exclusively to the actual out of pocket expenses incurred by the Council member. <br />Costs incurred on behalf of spouses or guests shall not be eligible for reimbursement. <br />Attendance at such events occurring in Lamar County and not approved in advance by <br />the City Council shall not be eligible for reimbursement. <br />2. Use of Personal vehicle: <br />a. The use of a personal vehicle by a Council member while on official City business <br />may be reimbursed at the current mileage rate established by the U.S. Internal <br />Revenue Service (IRS) when traveling outside Lamar County, Texas. <br />3. Car Rentals: <br />a. Requests for car rentals must be approved in advance by the City Council. Except <br />in extraordinary circumstances, car rentals will not be permitted if alternate <br />transportation is available (hotel shuttles or cabs). <br />b. When using rented vehicles, the most economical vehicle available should be <br />obtained. <br />c. The Council member must have a valid driver's license. <br />4. Airfare reimbursement: Actual out of pocket expenses up to the coach fare amount. <br />5. Food and incidental expenses: Reimbursable on a per diem basis following the current <br />IRS schedule for such costs for the respective travel location if receipts are not kept. <br />6. Registration Fees: Reimbursement of documented actual out-of-pocket expenses. <br />ti <br />EXHIBI~f't ~ <br />8 9 <br /> <br />