Agenda Cover Memorandum for 02/ - City of West Palm Beach

SECTION V- MISCELLANEOUS PROVISIONS AND REGULATIONS
4
Chapter 5
General
Policy 5-1
The City allows reimbursement for some miscellaneous expenses but excludes others. The
reimbursable expenses must be authorized, actually paid for by the traveler, and supported by
receipts.
A. Reimbursable Expenses
1. Reasonable taxi or shuttle fare.
2. Ferry fares; and bridge, road, and tunnel tolls.
3. Parking fees or emergency car storage.
4. Communication expenses (Must be documented as official business).
5. Gasoline and oil while driving City owned vehicles or rental cars.
6. Convention, conference or training course registration fees.
7. Room taxes when documented on a hotel bill. All travelers should use the Tax-Exempt
Certificate for accommodations in Florida.
B. Non-Reimbursable Expenses
1. Tips and gratuities.
2. Laundry and dry cleaning.
3. Personal and local telephone calls.
C. Incidental Expenses
For overnight travel, an allowance of $2.00 per day may be claimed, without receipts, for
incidental expenses that are not reimbursable by the City as actual expenses.
SECTION VI – TRAVEL FORMS
A. Travel Request
The “Travel Request” is used to pre-approve all travel except travel by the Mayor, a City
Commissioner, or the City Administrator. Any special circumstances must be justified on the
form and a cost-comparison provided.
A copy of the form and appropriate attachments must be included with every form FN121 that is
submitted to the Finance Department to request direct payment of travel expenses. The original
must be submitted with the “Travel Expense Report” after the travel has been completed.
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