Chapter 2.75
EMPLOYEE EXPENSE AND CREDIT CARD USE POLICY
Sections:
2.75.03 Surface transportation.
2.75.07 Nonrefundable expenses.
2.75.01 General policy.
(a) Employees and city representatives will be reimbursed for ordinary and necessary expenses approved by their department head and the city council. All city representatives are accountable for using good judgment when incurring travel expenses to ensure that such expenses are appropriate and cost effective. You are expected to travel in reasonable comfort, but should use proper judgment and refrain from incurring extravagant expenses.
(b) Disciplinary action, including possible termination, will be taken if any employee uses city funds or credit cards for improper, unethical or illegal purposes or makes any false or fraudulent entry in the employee’s expense account. In the event any employee requests reimbursement for expenses which are not reasonable, necessary, or in accordance with this policy, the city will generally refuse reimbursement and the expenses will be the responsibility of the employee.
(c) For the purpose of this policy, “employee” references any employee, councilmember, mayor or others approved by the governing body of the City of Baxter Springs. (Ord. 788 § 1)
2.75.02 Air travel.
(a) All air travel is to be booked at the lowest available coach fare. Employees will recognize that, whenever possible, advance notice can make a significant difference in price savings; that is: 21-, 14-, seven- or even three-day advance booking.
(b) Nonrefundable tickets should be booked unless the difference between the refundable and the nonrefundable ticket is $200.00 or less or there is a high likelihood of the travel being changed.
(c) Frequent flyer miles earned by the employee are for the personal use of the employee.
(d) Air travel should be booked online or the least expensive method. (Ord. 788 § 2)
2.75.03 Surface transportation.
(a) Surface travel will be arranged in the most cost-effective manner.
(b) Taxi and shuttle services are to be used should their use result in lower cost to the city. Limousine services are normally not allowed.
(c) When using a gold or platinum credit card employees should decline additional insurance. Fuel options are to be declined and the car refueled before return.
(d) Rental of intermediate car is the standard unless the trip is greater than four hours or three or more employees are traveling together. A full-size rental is allowed under these circumstances. Rental of premium or prestige cars is not allowed. If no intermediate or full-size car is available a lower class must be rented.
(e) When it is necessary for the employee to use their personal car for city business use in local travel, reimbursement shall be consistent with the current IRS rate. This rate is in lieu of reimbursement for actual expense; for example gas, oil, repairs, insurance, etc. Prior approval must be obtained for trips in excess of 300 miles. (Ord. 788 § 3)
2.75.04 Lodging.
(a) Maximum Lodging Allowed (Traveler Is Reimbursed for Single Occupancy Only). Taxes associated with lodging are in addition to the maximum daily allowance:
(1) In-state, $85.00;
(2) Out-of-state, $100.00;
(3) Conference lodging, actual. (Ord. 788 § 4)
2.75.05 Meals.
The daily meal allowance rate (includes all tips associated with meals) is up to $40.00 per employee. (Ord. 788 § 5)
2.75.06 Entertainment.
It is recognized that there are circumstances where it is desirable for an employee or employees to entertain others. Reasonable entertainment expenses are allowed. The “Detailed Entertainment Record” section of the expense report must be filled out completely for each individual entertainment event as follows:
(a) Date of Entertainment, People Entertained. Company represented and/or other description sufficient to establish relationship of those entertained.
(b) Place and Type of Entertainment. Name of city and location where entertainment took place and description of type of entertainment, such as dinner, etc., must be indicated.
(c) City Benefit. A brief description of the possible benefit the city might expect. (Ord. 788 § 6)
2.75.07 Nonrefundable expenses.
(a) Costs of family members when not required by the city.
(b) Personal entertainment, such as in-room movies.
(c) Personal purchases such as magazines, toiletries, and dry cleaning.
(d) Alcoholic beverages. (Ord. 788 § 7)
2.75.08 Expense reports.
(a) Must be filled out accurately and completely within one week after receipt of credit card billing.
(b) Reflect shared expenses of any kind between two or more employees.
(c) Include proper receipts for all qualifying expenditures.
(d) Be approved by signature of the appropriate department head or city official.
(e) The use of credit cards is encouraged for payments, including meals, to ensure proper receipts. (Ord. 788 § 8)
2.75.09 City credit card use.
(a) A city credit card is limited to the purchase of supplies for use by the various departments where the city does not have a charge account with the applicable business.
(b) A city credit card may be used for all authorized travel expenses of employees.
(c) Misuse of a city credit card will result in disciplinary action including possible termination.
(d) Charging personal items to a city credit card and reimbursing the city is prohibited. (Ord. 788 § 9)