Page 76 - City of Farmington Administrative Regulations

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9. UN ALLOW ABLE EXPENSES

A. Personal items such as toiletries (i.e., comb, toothbrush, shampoo).

B. Medications including over the counter items such as; cough drops, aspirin,
cold/sinus medicines.

Note: the examples shown are not an all-inclusive listing.

C. Alcohol, in room movies, any type of entertainment.

D. Any travel expenses paid or reimbursed by outside agencies or citizen/corporate
associations will not also be paid by the City (i.e., the City pays $45 for meals for
an employee to travel out of state to assist in teaching a class and the employee is
reimbursed by another agency for $50, then $45 must be returned to the City).

10. MISCELLANEOUS PROVISIONS

A. All travel arrangements will be made by each Department's Travel
Coordinator(s). Approval of a travel request must be performed by someone
other than the employee entering the request into the computerized travel system.

B. Several employees traveling to the same destination are encouraged to car pool in
a city vehicle.

C. Travel expenses incurred by a family member or guest of the employee will not
be reimbursed.

D. Employees traveling in City vehicles or rental cars provided by the City may take
non-City employees on the trip with them with prior approval from their
respective Department Director. If the non-City employee will be driving the
City vehicle, they must be at least twenty-five years of age and the
Insurance/Benefits Division must be notified at least two business days prior to
departure in order to allow the Insurance/Benefits Division time to obtain a
driving record of the non-City employee. In the absence of the requisite
approvals, non-employees will not be allowed to drive City vehicles.

E. Travel time will be paid to employees pursuant to the Fair Labor Standards Act.

F. Procurement cards are to be used for travel such as hotel lodging, airline tickets,
rental cars and meals. Procurement cards can be used by those employees to
whom they have been assigned as long as the business travel expenses incurred
occurred while on official business for the City and in accordance to the
Procurement Policy.

G. Employees not issued a procurement card will be provided with a check for hotels
and gasoline credit cards for fuel and oil. Cash advances for meals will be
provided in accordance to Section 6 of this policy.

H. Within 5 days of lhe return from their travel, the employee will account and
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