Page 71 - City of Farmington Administrative Regulations

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1. for less than 2 hours of travel beyond the normal work day,
none;
2. for 2 hours, but less than 6 hours beyond the normal work
day, $18.00;
3. for 6 hours, but less than 12 hours beyond the normal work
day, $30.50; or,
4. for 12 hours or more beyond the normal work day, $45.00.
5. Example #1: Leave 8 a.m. -Return 5 p.m. =No
Reimbursement.
6. Example #2: Leave 8 a.m. - Return 8 p.m. = 3 hours
beyond 9 hour period. Reimbursement is up to $18.00.

B. OVERNIGHT TRAVEL

a. Reimbursement for actual travel expenses when overnight lodging is
required will be the prescribed basis for reimbursement.

b. Where lodging is required for overnight travel, reimbursement will be as
follows:
i. Reimbursement for lodging will be at the actual occupancy rate.
Any amount over the single occupancy rate, except when two or
more employees share a room, is the employee's responsibility.
Prior approval of the Department Director is required if the lodging
expenses are in excess of a base rate of $300.00 per night.
ii. Actual reimbursement for in-state meals will be at the maximum
rate of $30.00 per 24-hour period. The maximum out-of-state rate
for meals will be $45.00 per 24-hour period. For example, if the
employee leaves on an in-state trip at 3:00 p.m. and does not return
until 3:00 p.m. the following day, the reimbursement will be for a
total $30.00. Each 24-hour period is reimbursed for meals, with
receipts, to a maximum of $30.00 for in-state travel or $45.00 for
out-of-state travel. After the last 24-hour period, any remaining
hours will be reimbursed as set out below in Sections 4.B.b.v. or
4.B.b.vi. If travel for the entire trip is less than 24 hours, but
overnight lodging is required, the employee is still entitled to
reimbursement for actual meals calculated pursuant to these same
Sections.
iii. To be reimbursed, employees must submit receipts for actual
meals, tips and lodging expenses (however, refer to Section 8.A.a.
on tips). Meal receipts are to show itemized purchases. If the
receipt does not show an itemization of purchases, the employee
shall write an itemization on the face of the receipt and attest to
expenses by initialing the receipt. An affidavit from the employee
attesting to the expenses may be substituted when actual receipts
are lost or misplaced. The affidavit must accompany the travel
voucher and include the approval of the Department Director.
Other expenses will be reimbursed in accordance with Section 8.
iv. The City will not reimburse for alcohol, in-room movies or any
other form of entertainment.
v. On the last day of in-state travel when overnight lodging is no
longer required, partial day reimbursement for meals shall be
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