Business Travel Expenses

512 Business Travel Expenses

Effective Date:

Revision Date:

Sni Valley will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Fire Chief.

Employees whose travel plans have been approved should make all travel arrangements through Sni Valley's Fire Chief.

Generally, Sni Valley will allow a per diem for meal expenses incurred during business-related trips (e.g. fire schools, instructor's conferences, etc.) of no more than $30.00 per day. If additional or higher meal expenses are anticipated during a business-related trip, approval from the Fire Chief for a higher per diem rate is required.

When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Sni Valley. Employees are expected to limit expenses to reasonable amounts.

Expenses that generally will be reimbursed include the following:

* Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.

* Taxi fares, only when there is no less expensive alternative. * Cost of meals, no more lavish than would be eaten at the employee's own expense. * Tips not exceeding 20% of the total cost of a meal or 10% of a taxi fare. * Charges for telephone calls, fax, and similar services required for business purposes. * Charges for one personal telephone call each day.

Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by Sni Valley may not be used for personal use without prior approval. The collision damage waiver offered by vehicle rental entities should be refused as the District's insurance covers those items.

When travel is completed, employees should submit completed travel expense reports within 7 days. Reports should be accompanied by receipts for all individual expenses.

Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues.

Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.

Policy No.  512  Issued  6/29/2000  Applicable  12/2/2003