Employees traveling at City expense are expected to exercise the same care in incurring expenses that a prudent person would exercise traveling on personal business and expending personal funds. Excess costs, circuitous travel routes, luxury accommodations and unnecessary services are not acceptable and employees will be held responsible for costs and additional expenses incurred for personal preference or convenience.

Policies and Procedures:

1. Attendance at meetings, conferences, seminars and training programs which require expenses covered by this policy must be approved in advance by the Department Head and/or the City Manager.
2. Except as authorized in advance by the City Manager, City vehicles shall be used for all travel within the State of Ohio or within three (3) hours driving distance from Dayton. No employee may use his or her personal vehicle for City related travel unless approved in advance by the Department Head. Reimbursement for mileage will be at the rate provided for under Section 9.1 of the Personnel Regulations.
3. A municipal credit card or direct billing to the city should be used for all conference registrations and travel-related expenses. Unless authorized in advance by a department head, personal credit cards should not be used for conference or travel expenses, except under exigent circumstances.
4. Employees attending the same event should arrange carpooling, if practicable.
5. Those employees who are traveling by air shall seek the best fare and routing for the destination. Any frequent flyer miles or other benefits earned by the employee while traveling on City business may not be used by the employee for personal benefit.
6. Lodging expenses will be based on what are normal and reasonable costs for the area. Proximity to the conference, seminar, training or meeting area will be taken into account. When reserving lodging accommodations for overnight travel, employees shall request government rates if offered by the hotel, assuming the government rate is lower than any other available rate.
7. Reimbursement of meal expenses will be based on what are normal and reasonable costs for the area. Employees are required to retain and submit receipts for all meals. Reimbursement of tips will be limited to 15% of the total meal cost. The City will not reimburse employees for the cost of alcoholic beverages.
8. Unless otherwise approved by the City Manager, reimbursement for cab fares and other miscellaneous travel related expenses shall only be provided if the employee submits a valid receipt.