HomeMy WebLinkAboutAdministrative Order No. 1997-04 Bozeman Travel Policy revised
ADMINISTRATIVE ORDER NO. 1997-04
Issued April 29, 1997
] . Administrative Order No. 93-2, dated March I, 1993 concerning the City of
Bozeman's out-of-state travel policy is hereby rescinded.
2. The Bozeman Travel Policy, attached hereto, is hereby adopted.
3. The attached Travel Policy applies retroactively to all travel occurring on or after
April 1, 1997.
DATED this 29th day of April 1997.
BOZEMAN TRAVEL POLICY
All in-state travel for City business by City employees shall be approved by the
appropriate department head or division supervisor. All out-of-state travel, except in the case of
emergencies, shall be approved in advance by the City Manager.
Employees completing City business shall receive travel expenses, meal allowance,
mileage and reasonable and necessary incidental expenses. If meals are included in tuition,
registration fees, hotel charges, or if only a fraction of the day is authorized for travel, the per
diem, or expense allowance, shall be reduced accordingly. Reimbursement for lodging expenses
shall be limited to single rate and conference or state rates must be sought when available. The
following is the reimbursement rate for meals, lodging, mileage, registration and miscellaneous
expenses:
Item In-State Out-of-State
Breakfast 5.00 7.00
Lunch 7.00 9.00
Dinner 12.00 16.00
Lodging Actual Achml
Mileage 31.5 cents 31.5 cents
Registration Actual Actual ,
Miscellaneous Actual Actual
When traveling in City vehicles, seatbelts are to be worn at all times by all occupants of
the vehicle. Any unsafe vehicle condition or conditions in need of repair shall be reported to the
appropriate division or department head. City employees utilizing their personal vehicles for City
business are required to have liability insurance coverage.
Employees may request an advance of travel expenses ($50.00 or more) to offset undue
financial hardship on employees traveling for City business. Employees must use the travel
advance form attached hereto. The advance must be justified with reasonable requests for meals,
registration, lodging, public transportation and other expenses.
Claims for reimbursement must be submitted to the Department of Finance not more than
thirty (30) days after the conclusion of the travel for which reimbursement is being sought.
CITY OF BOZEMAN
OUT -OF-STATETravel Advance Request Form
Ie:
of Travel:
ion:
'e. Date:
Return Date:
Detail of Requested Advance & Actual Expenses
Estimate of Expenses Actual Expenses
$ Motel* $
Nights Nights
Rate Rate
Mileage
Miles Miles
Rate Rate
Meals
Breakfast @ $5.00 ea. Breakfast @ $5.00 ea.
-Lunch @ $6.50 ea. Lunch @ $6.50 ea.
Dinner @ $12.00 ea. Dinner @ $12.00 ea.
Airfare*
ion Fees* Registration Fees*
leous* Miscellaneous*
~uested
$
Total Actual Costs
$
)f-state travel must be approved in advance by the City Manager.
~uested travel specifically approved in the budget? Yes_ No_
ase state the circumstances surrounding the proposed travel.
e Signature
Date
Supervisor Signature
Date
,ager Signature Date
'ES MUST COMPLETE THE ACTUAL EXPENSE PORTION OF THIS FORM AND TURN IT IN TO THE
qSURER ALONG WITH APPLICABLE RECIEPTS UPON THEIR RETURN TO WORK
Due Employee
(Actual Costs Exceed Advance)
Due City
(Advance Exceeds Actual Costs)
rs REQUIRED