um To: All Supervisors From: Bob Trussoni Subject: Additional Expense Report Guidelines Date: September 9, 2013 Normally all costs associated with a spouse travelling with a Utility employee to a seminar, conference, training or other event would be covered by the employee. The following guidelines would apply: Motel/Hotel Accommodations: the employee shall pay any differential in cost from a single rate to a double occupancy rate for spouse or family. Travel Expenses: the employee shall pay all travel expenses for the spouse or family. Event Registration: these expenses may be covered by the Utility if a program is provided that includes a spouse or family. Meals: these expenses for spouse or family may be covered if the meal is part of the program or the meal is with a group. Alcoholic drinks: may be covered if entertaining at a Utility social event or for a group meal as appropriate. Normally this would apply to the Utility Manager and on occasion to department managers. Please confirm any spouse/family expenses with HR or the Utility Manager before making plans. Marshfield Utilities Employee Handbook 511 Business Travel Expenses Effective Date: 5/1/1999 Revision Date: 1/ 1/2012 Marsh?eld Utilities will reimburse employees for reasonable busineSs travel expenses incurred while on assignments away from the normal work location. These expenses must be directly related to accomplishing the business travel objections. The employee is expected to limit expenses to reasonable amounts. Expenses that generally will be reimbursed include the following: Airfare at the lowest available fare Car rental for compact or mid-sized cars Airport shuttle or bus service Other public transportation for ground travel Taxi fares and up to a 10% tip Parking fares Mileage cost for use of personal cars Motel/Hotel accommodations Meals and up to 15% tip Telephone calls and faxes Tolls and road expenses The employee must submit detailed receipts for all expenses, if available. The employee's family expenses are not reimbursable. Expenses are to be submitted on the Utility expense report. The employee is expected to utilize the least cost practical option when selecting transportation. Utility vehicles may be used, if available. Employees who are involved in an accident while traveling on business must report the incident to their immediate supervisor. Business Travel Expenses Mileage Reimbursement will be reimbursed at the IRS mileage rate. Marshfield Utilities Employee Handbook 514 Meal Expenses Effective Date: 5/1/1999 Revision Date: 3/13/2014 Because of the nature of the Utility business, employees may be asked to work unexpectedly before or after their regularly scheduled hours. Employees may also have to purchase meals while out of the city for training or other reasons. Meal reimbursements will be allowed in such situations as noted above and further described below. Meal expenditures are expected to be reasonable to the situation. Some situations will dictate higher cost meals. Employees are asked to use good judgment. Unreasonable expenditures will be disallowed in full. Meals that are already provided through the conference or seminar are not applicable to this policy. No employee will receive pay in lieu of any meal. Detailed meal receipts are required for all expenses unless discussed with and approved by the appropriate department manager. All expenses are to be submitted on an expense report for approval and reimbursement. Reasonable tip will also be reimbursed. As a general rule, no employee will be paid during meal times. No deduction of time is required for in town meals involving overtime situations where meals are brought onto the job because of the nature or duration of the work or the employee stops at a fast food restaurant to pick up a meal. ood/ drink provided to crews on the job during emergency work situations will be covered outside of this policy. For non regular work time, the appropriate meal will be provided as follows: - Work time is of three hours or more in duration and interferes with the normal meal time - The work time is 5 hours or more in duration - Work starts at least one hour before normal starting time and runs into the work day