Travel Expense Policy
City of Canton
Travel Expense Policy
Section 1. City of Canton Codified Ordinance Section 123.05 General Travel Expenses
(a) Elected officials, appointed officers and employees of the City shall be entitled to reimbursement of expenses incurred by them while on City business at the rates set forth herein. Reimbursement for lodging expenses, parking, transportation fare and other incidental expenses, as documented by receipts, shall be at actual cost. Payment per mile for the utilization of private vehicles shall be paid pursuant to the most current applicable mileage standard established by the Internal Revenue Service in effect upon the date the approved mileage was incurred. Reimbursement for mileage and meal allowances shall be based upon expense statements approved by the appointing authority. (Ord. 239-95. Passed 11-27-95; Ord. 134-2004. Passed August 10, 2004; Ord. 225-2 005. Passed 10-31-05.)
(b) Reimbursement for meals shall not exceed fifty dollars ($50)
per diem per employee in the case of travel to a major city and thirty dollars ($30) per diem per employee in the case of travel to a non-major city. An appointing authority may approve a lesser sum as may be appropriate.
(c) A "major city" means a political subdivision or metropolitan area having a population of 500,000 or more according to the most recent U.S. Census. All other locations shall be considered as a non-major city. The determination of the City Auditor as to the status of a location shall be final.
(d) Reimbursement of the foregoing expenses shall be subject to the rules
and regulations promulgated by the City Auditor. (Ord. 239-95. Passed 11-27-95.)
Section 2. City of Canton Related Business Expenses
(a) The City of Canton will only reimburse expenses related to city business. Reimbursement is authorized for parking charges, road tolls, taxi, rental cars and other reasonably incurred travel expenses directly related to City authorized travel. Specifically, the City will reimburse taxi expenses that have to do with city business only (i.e. airport to hotel, seminar planned activities that are away from the hotel where you are staying. Additionally, the City will reimburse rental car expenses providing that the appointing authority has approved such a request. Size of vehicle depends on need.
(b) Reimbursement for mileage for personal vehicles will be at the rate determined by the Internal Revenue Service on the date of travel. The Auditor's office will audit the mileage to any destination. Employees must provide documentation and have appointing authority approval for any discrepancy in mileage due to the location in the city or other city business travel.
Section 3. Meal Expenses
(a) Employees traveling for two days or less WILL NOT receive advance payment on Meals. Reimbursement will be paid upon submission of the appropriate payment voucher and receipts. Employees traveling for longer than two days will be entitled to advance payment for meals. The employee is responsible to submit the appropriate receipts upon their return. Any unused portion of the per diem advance not repaid within thirty (30) days will be deducted from the employee's paycheck.
(b) The cost of entertainment or alcoholic beverages SHALL NOT be reimbursed.
(c) Tips or Gratuities SHALL be reimbursed up to 20% of an appropriate food receipt. NO tip or gratuity SHALL BE reimbursed for entertainment or alcoholic beverages when calculating the appropriate applicable gratuity. Tips and gratuities should be documented on the appropriate receipt in order to obtain full reimbursement.
(d) Appointing authorities and/or department heads SHALL review any travel within the State of Ohio. They have the right to deny or adjust any per diem amount for a seminar based on the length of the seminar or if lunch is provided or any other reason within the limits prescribed by Canton City Council. Lodging or meals in Stark County SHALL NOT be reimbursed.
Section 4. Miscellaneous Living & Business Travel Expenses
(a) Reimbursement is authorized for reasonable miscellaneous living expenses including laundry, dry cleaning, personal telephone calls, postage and other expenses, if the employee has overnight lodging for more than one week including a weekend. Reimbursement is authorized for business telephone expenses regardless of length of stay.
(b) All travel expenses paid with funds provided by the Ohio Department of Health to a recipient agency must be consistent with the agency's existing policy normally allowed in like circumstances for non-grant funded activities and may not exceed the current maximum rate authorized by the State of Ohio for Ohio Department of Health employees.
(c) Expense reports will be audited by the Auditor's office. Falsification of any
claimed expenses shall result in administrative or civil action for repayment and/or criminal prosecution.
Section 5. Administrative Guidelines
(a) Prior to confirming travel arrangements, a Travel Letter must be signed by the Department Head and presented to the Mayor for authorization including an indication that the travel is directly related to the Employee's position and Training, Certification, Grant funding, Licensure, City of Canton legal proceeding, Job creation, Job retention or other stated reason.
(b) A Travel Letter must be attached to any Requisition submitted to the Auditor's Office. Travel Letters submitted without Requisitions or Requisitions submitted
without Travel Letters will not be processed. The Auditor's Office will return both Requisitions and Travel Letters when not received together.
(c) The Finance Director is responsible for submitting, to the Board of Control and City Council Clerk, a monthly Travel Report due on or before the 15th day of the month immediately following the month of accumulated expenses.
Section 6. Travel Letters
(a) The following SHALL be included in all Travel Letters.
- Place of destination
- Date of travel
- Mileage (Miles x Rate = Total, if applicable)
- Meal Estimates (if applicable)
- Registration Amount (if applicable)
- All applicable known expenses (Hotel, Tolls, Car Rental Etc.)
- Applicable reason for the travel
- Employee Signature
- Department Head Signature of Approval
- Mayor Signature of Approval, per Ordinance Section 123.04
Section 7. Receipts and/or Payment Voucher
(a) Receipts are required for all travel expenses, except mileage. Only itemized/detailed receipts or payment vouchers SHALL BE reimbursed. If a receipt or payment voucher does not state what was purchased, then that item SHALL NOT BE reimbursed. NO EXCEPTIONS. The City Auditor will return any payment voucher or receipt that lacks sufficient detail.