§ 301. Travel authorization and travel allowance.

A.

For the purposes of this section, "Mayor" shall mean the Mayor of the City of Tulsa, or the Mayor's designee.

B.

Travel Authorization.

1.

A request for travel authorization shall be submitted to the Mayor two (2) weeks in advance of the date of departure, unless this time cannot be met because of unforeseen circumstances. The Mayor shall receive and expedite the request to meet the other provisions and conditions of this chapter. In all instances, approval of travel authorization requests shall be obtained prior to reimbursement for travel expenditures.

2.

The Mayor shall review the request for travel authorization to ascertain the availability of funds.

C.

Travel Allowance. The claims of officers and employees of the City for reimbursement of allowable travel expenses incurred while traveling on official business of the City of Tulsa shall be submitted by verified claim or statement, shall be computed in the following manner, and shall not exceed the guidelines stated herein.

1.

Lodging bills incurred shall not exceed the single room rate when the lodging bill covers more than the expense of the individual officer or employee.

2.

Transportation by public conveyance shall be reimbursed at the actual amount expended for such transportation, including tip. Commercial airfare cost is restricted to coach class, unless favorable scheduling or routing requires another class. When City-owned vehicles are used, only parking, toll fees and gasoline expenses will be reimbursed.

3.

Travel by private means of transportation shall be reimbursed at the same rate per mile established by the Internal Revenue Service as the standard mileage rate for use by taxpayers, plus parking and toll fees; however, this reimbursement shall not exceed the cost of coach airfare, if available. The mileage guide on file in the Accounts Payable Section of the City Finance Department shall be used to determine reimbursable mileage expenses. In instances where more than one (1) officer or employee is transported in the same private means of transportation, only one (1) mileage reimbursement will be allowed. Per diem and lodging expenses shall not exceed the amount which would have been incurred for those expenses had the officer or employee traveled round trip by commercial airline, where commercial flights are available to the proposed destination.

4.

Trip duration and associated expenses will be limited to a maximum of one (1) day before and one (1) day after a scheduled event and only as necessitated by reasonable scheduling considerations or unless the additional stay results in cost savings for the City and is approved on the travel expense voucher.

5.

A per diem allowance will be provided for meals and incidental expenses (M&IE), including tips, pursuant to Internal Revenue Service guidelines. Travel of insufficient duration to qualify for per diem shall be reimbursed only for actual reasonable expenditures for meals, tips, taxicab fare and other miscellaneous items of travel expense. Reimbursement claims for such expenses shall be accompanied by proper documentation. Incidental expenses covered by per diem shall not include the cost of telephone calls which may be reimbursed in accordance with current Accounts Payable Policies and Procedures.

6.

When an officer or employee is required to travel on official business away from the City, that officer or employee may receive a travel advance to cover reasonable and expected expenses. In determining whether to issue a travel advance, expenses considered shall not include the cost of air travel or registration fee. A request for travel advance shall be included on the travel authorization form which is to be submitted at least two (2) weeks prior to the day of departure from the City. When a travel advance request is approved pursuant to the provisions of this chapter, a travel advance authorization shall be presented to the Mayor for issuance of a check.

7.

Within two (2) weeks of completion of any trip, a completed travel expense voucher, certifying final expenses, along with all documentation required in accordance with travel policies and procedures established by the Mayor, shall be filed with the Accounts Payable Section of the Finance Department. Should the total of the authorized expenses be less than any travel advance, the employee shall forthwith reimburse the City the difference. Where the total of the authorized travel expense is in excess of any travel advance, claims for such difference shall be filed pursuant to the provisions of this section.

8.

Travel policies and procedures for meeting the requirements of this section will be established and maintained by the Mayor and kept on file in the Accounts Payable Section of the Finance Department. The Mayor, based on appropriate documentation indicating a scheduling necessity or cost reduction as a result of an exception, can authorize exceptions to any written policy or procedure.

9.

Specific approval by the Mayor or the Mayor's designee must be obtained before reimbursement will be made for entertainment expenses.

10.

All claims for travel expenses while on official business are subject to review by the Mayor for payment.

(Ord. Nos. 13696, 14534, 14581, 16280, 17390, 19115, 20391)