Employee Manual 2023 - Flipbook - Page 17
Travel Expenses Policy:
A. All travel must be approved by the city manager at least ten (10) days prior to
travel.
B. Mileage will be reimbursed at the rate established by the Internal Revenue
Service. No mileage will be paid if a City vehicle is utilized.
C. Overnight Travel: All motel, meals, and out-of-pocket expenses will be
reimbursed for the employee, if properly documented on an expense report
with receipts attached when available. Any entertainment done must be
documented on the back of the expense report as to who was entertained, the
reason for the entertainment, and the subject matter discussed. No
reimbursement will be made for expenses incurred by spouses traveling with an
employee. Hotel expenses will be reimbursed at the single rate; charges in
excess of this rate will be the responsibility of the employee.
D. Conventions/Out-of-State Travel: See policy in General Rules & Regulations
regarding attendance at conventions and out-of-state travel. When travel is less
than 250 miles, a car must be utilized (any other mode of transportation must
have the prior approval of the city manager). When mileage exceeds 250 miles,
the individual has the option of utilizing their personal car or traveling by
common carrier. However, the City will only pay mileage equal to the cheapest
cost of one economy class air fare.
E. Travel Advances: Travel advances may be requested from the Department of
Finance at least ten (10) days prior to travel. Whenever possible, two separate
checks should be requested; one to cover motel/hotel expenses and one to
cover any out-of-pocket expenses anticipated during travel.
F. Expense Reports: Expense reports must be completed within thirty (30) days of
the date of return from the trip involved. Any advances remaining open after
thirty (30) days will be deducted from future advances or may be reimbursed to
the City by payroll deduction, if approved by the city manager. Future advances
may be deferred until settlement of old advances has been accomplished.
Unless otherwise specified, this travel policy will cover all City employees, including the
mayor, mayor pro-tem, city commission, city manager and department heads. Spouses
and/or family members traveling with a City employee will not be covered for insurances
purposes. Any expenses incurred as a direct result of the spouse and/or family member
being in attendance are the responsibility of the City employee.
Break Periods:
Full-time employees or those working more than 7.5 hours per day are allowed a one-half (.5) hour
or one (1) hour unpaid lunch break, depending upon the department and/or operational area to
which he/she is assigned. The department head or supervisor determines scheduling of lunch
breaks. Employees shall be entitled to one (1) twenty (20) minute paid break in the morning and
one (1) twenty (20) minute paid break in the afternoon. Timing and location of breaks are subject
to the needs of the department. Breaks may not be saved and accumulated, combined with lunch
periods, or used at the beginning or end of a day. Employees are expected to limit all lunch and rest
breaks to the specified time limits. Lunch periods are intended as your own personal time.
City of Plymouth Employee manual - Page 17 – March 2023
