22 employee by the applicable shift differential. The shift differential premium will not become part of the employee's regular hourly base rate for the calculation of holiday pay, overtime premium pay, or for the calculation of compensation increases provided for in Chapter II, Sections 1 and 2. Section 11. Pay for Travel When an Hourly Employee travels for purposes required by the City on a special one-day assignment, all hours spent traveling (whether as the driver or as a passenger) and working will be considered hours worked for calculation of compensation. When an Hourly Employee drives a vehicle for overnight travel required by the City, and is gone for more than one day, the employee will be paid for all time he or she spends driving. Travel time as a passenger in a vehicle (bus, plane, train or automobile) outside of regular working hours is not considered work time. Employees must receive written approval for travel from the Department Director, and City Treasurer prior to incurring any expense for said travel. All requests for travel with a projected cost in excess of $500 also require advance approval by the City Administrator. Allowable meal and expense reimbursement rates for approved out-of-town travel are as follows: • Meals and incidental expenses will be reimbursed at the current per diem rates, following the same amounts and rules as determined by the U.S. General Services Administration. It will not be necessary for the traveler to submit receipts when using the standard per diems; and • Mileage - The City will reimburse mileage when private vehicle use is authorized by the Department Director at the rate which is set from time-to-time by the Internal Revenue Service. Employees are encouraged to use City-owned vehicles for work-related, out-oftown travel whenever feasible. The City will only reimburse for one-half (1/2) of the allowed mileage if an employee elects to use their personal vehicle when a City-owned vehicle is otherwise available. Lodging, meals and other travel expenses shall only be paid for the period of time necessary for the traveler to accomplish the City's business. If lodging, meals or transportation expenses are included in conference fees, registration fees or are otherwise furnished at no additional cost to the traveler, no reimbursement shall be made for these items. Employees authorized to travel shall be reimbursed the actual cost of reasonable accommodations. Employees may be required to use approved or designated lodging facilities to assist in controlling travel costs. Reimbursement shall be limited to the cost of governmental lodging. Receipts for lodging shall be obtained and submitted with the Expense Report. If the traveler incurs other expenses in addition to lodging, meals and transportation those actual expenses supported by receipts may be submitted for reimbursement. The following travel expenses shall not be reimbursed: • Alcoholic beverages purchased by the traveler; • Entertainment expenses paid by the traveler, unless approved by the City Administrator in advance; • Personal expenses incurred during travel which are primarily for the benefit of the traveler and not directly related to the official purpose of the travel such as personal hygiene items, magazines, snacks, movie rentals and other miscellaneous items; • Travel insurance expenses paid by the traveler; and • The cost of traffic fines and traffic tickets.
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