§ 2-857. Reimbursement of convention, conference, training, travel and other expenses.

(a)

City employees who attend conventions and training conferences representing the city or who travel in an official capacity shall be reimbursed for all or a portion of the expenses incurred in connection therewith as follows:

(1)

Cost of hotel or lodging accommodation expenses incurred per person for each day of the conference or convention being attended or for each day of the business trip being attended in an amount not to exceed lodging rate for the primary destination as noted on the General Services Administration (GSA) website (www.gsa.gov/perdiem) or designated convention hotel rate for the city being visited.

(2)

All registration fees.

(3)

Cost of coach air fare or other common public transportation by the most direct route from the city to the city where the convention, the training or the business is being transacted.

(4)

Meals and incidental expenses for the primary destination as noted on the GSA website (www.gsa.gov/perdiem) to be applied for each full day of the convention, the training or the business being transacted.

(5)

Meals and incidental expenses for the first and last day of travel will be reimbursed at 75 percent of the rate noted above (Subpart B Section 301-11.101 of the GSA code).

(6)

Taxi or commuter bus fares between the airport or station and your hotel and between the hotel and your business meeting place are reimbursable if a printed receipt is provided in accordance to the City of Atlanta's Travel and Expense Reimbursement Policy.

(7)

If a privately owned vehicle (POV) is utilized in lieu of travel by air or other common carrier, the reimbursement mileage rate for privately owned vehicles shall be consistent with the rate set by GSA (www.gsa.gov POV Mileage Reimbursement Rates) . This reimbursement must be supported by odometer readings or printed digital driving maps or other mileage tracking system reports in accordance to the City of Atlanta's Reimbursement Policy.

(8)

If a POV is not available and it is more economical than travel by air or other common carrier, a compact or smaller rental car may be utilized for travel. Requests for a rental car must be approved by the department head before the rental reservation is made.

(b)

Requests for convention, training or travel expenses shall be approved in advance by the mayor or designee; provided, however, for judges, solicitors and members of their staffs, such requests shall be approved in advance by the chief judge.

(c)

Requests for convention, training and travel expenses shall be approved in advance as to the availability of funds by the department head.

(d)

An itemized expense account (I-Expense) shall be prepared by the employee attending the convention, training or traveling on business of the city, in accordance to the City of Atlanta Reimbursement Policy within seven days of the return from the convention, training or business trip.

(e)

It is specifically declared that the reimbursement of expenses, to the amount set forth in this section, incurred by department heads or employees when attending various meetings and conventions outside the city in an official capacity is in no way intended, to be any form of compensation to that department head or employee, as long as the reimbursement does not exceed the amount authorized by GSA.

(f)

Employees will be reimbursed for actual and necessary expenditures incurred while performing official business of the city. Official business shall be defined as when a city official or employee acts in an official capacity to perform official duties on behalf of the city. The city's official business does not include an activity or event done solely for the personal benefit of an individual official or employee, such as a political campaign activity, a private business transaction, or an event sponsored by a private, social or non-city group.

Allowable expenses include:

Communicating with representatives of local, regional, state and national governments on City of Atlanta adopted policy positions

Participating in local, regional, state and national organizations whose activities affect the City of Atlanta interest

Recognizing service to the City of Atlanta

Membership dues are not an authorized expenditure except for memberships in those governmental, professional associations, and/or certifications related to employment with the city in which the city's memberships extends to its officials.

(g)

Acceptable receipts include: 1) Original receipts, which include vendor name, location, date and dollar amount, 2) copy of credit card itemized receipt or credit/debit card billing statement, 3) electronic ticket receipt.

Unacceptable receipts include those from a "receipt or guest book" or handmade receipts.

(h)

Charitable contributions are not a reimbursable expense. If donations need to be made to a qualified organization for a valid business purpose, they must be processed as a payment directly to the third party through accounts payable. Donations made on behalf of position with the City of Atlanta must be requested through accounts payable as a disbursement request for donation to be paid on COA check stock. The public purpose must be documented on the disbursement request. At no time should charitable contributions be made directly to a third party nonprofit organization.

The Internal Revenue Service defines qualified organizations as nonprofit groups that are religious, charitable, educational, scientific, or literary in purpose, or that work to prevent cruelty to children or animals.

(i)

This section does not apply to members of the council or municipal clerk or their employees.

(j)

Subsection (a)(4) of this section regarding travel by coach air or common public transportation does not apply to the mayor.

(k)

The chief financial officer is responsible for establishing policies and procedures regarding City of Atlanta Travel and Expense Reimbursements in accordance with IRS Publication 463. These Policies and Procedures (P&P) will be posted online on the city website along with links to appropriate GSA websites. This P&P document will be the primary guide for all City of Atlanta Employees to adhere to regarding travel, training and expense reimbursements. The chief financial officer will ensure that the document is up to date with the latest policy or regulation changes per IRS regulations.

(Code 1977, § 5-2020; Ord. No. 2007-12 (07-O-0272), § 1, 3-13-07; Ord. No. 2017-66(17-O-1642), § 2, 11-6-17 )