CMD Flashcards
Who’s responsibility is it to ensure the finance department procedures are implemented correctly while traveling on city business?
The employee and employee supervisor
Who reserves the right to make exception to the travel policy?
The city manager or designee
How do you report charges incurred during a trip?
On a travel expense report
When must request for reimbursements be filled with finance by?
Within 60 calendar days from end date of business travel
What does out of town travel consist of?
Beyond the acceptable limits of the metro-valley area
Hat are the five travel forms and what are they for?
- Travel advance request-cash advance
- Travel expense report- whatever City finds were used for travel expenses including cash advances.
- Mileage worksheet
- Meal worksheet
- Hotel authorization form
What costs are reimbursed when traveling?
Round trip coach airfare
Mileage
Mileage should not exceed cost of airfare
Rental car
Who can authorize the use of a City vehicle for out of state travel? Who must the paperwork go to?
City manager or designer may authorize
Paperwork goes to department head
Should you purchase insurance for a rental car when traveling?
No. If you get in a wreck the risk management division will handle it.
If you do not have a pro card to pay for your hotel how can you pay for it?
- Another employee in your department with a card can pay
or - a check can be sent to the hotel by the city clerk or
- a hotel authorization form can be sent to the hotel
What are the two ways to be reimbursed for meals?
Per-diem- can not use pro card for this
Actual expenditure-this is itemized in the travel expense report
How much is a reasonable tip when using City reimbursement?
20%
If travel expenses are deemed to high for the employee to cover ahead of the trip what can you do?
Have the department head estimate the expenses and have an advanced payment check issued. By filling out travel advance request form. Must be submitted to finance department no more than 2 weeks before the trip.
What travel time is considered normal commute and not eligible for reimbursement?
Travel between Home and Work and between hotel and temporary worksite.
Who’s responsibility is it to maintain a City vehicle and how do you do so?
All city employees, in a safe and responsible manner in compliance with federal, state and city laws, regulations and rules.
The use of city vehicles is restricted to what?
Official City business
Can you transport unauthorized people?
No
Who can grant permission to transport unauthorized people in a city vehicle?
Department head and risk management, both have to approve. And only when absolutely necessary.
Who can be transported in a city vehicle?
City employee, advisory capacity, participating in City approved programs ie ride along, other agency reps or city business.
Can you use your vehicle for lunch?
Only if your other vehicle is not available.
If assigned a take home vehicle, what can you use it for?
Lunch, health care appointment or personal emergencies.
When can city vehicles be driven out of state?
Provides economic or operational benefit to the city.
If you take a City vehicle out of state who do you need special authorization from?
Police or fire chief, deputy City manager or equivalent.
When caring for your vehicle who should you report any damage or mechanical deficiencies to?
Supervisor
