CP046 (Reimbursement for Expenses)CITY OF JANESVILLE Policy No. 46
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CITY COUNCIL POLICY STATEMENT
Date Issued 5/4/81
General Subject: Fiscal Accountability Effective Date 5/4/81
3/12/19
Specific Subject: Reimbursement for Travel and Cancellation Date
Conference Expenses Cancellation Date
Supersedes No.
Responsible Dept./Div.: Finance Office
PURPOSE
To establish procedures for the recording and reimbursement of City Councilmembers for out-of-
town travel, conference, and business-oriented expenses.
STATEMENT OF POLICY
1. Authorized expenditures which are incurred out of town by Councilmembers while in the
performance of their duties as a Councilmember will be applicable for reimbursement.
Authorized expenditures are defined as only those expenditures related to business
meetings of the League of Wisconsin Municipalities, Urban Alliance, National League of
Cities, or any other travel which is specifically approved by action of the City Council.
2. In order for an expenditure to be classified as a reimbursable, it must be in accordance with
generally accepted auditing and accounting practices and meet with the approval of the
Finance Director. Budgeted funds must be available for the authorized expenditures, or
special permission to exceed the budget is to be granted by the City Council.
Councilmembers are to request approval of their expenditures from the Finance Director.
This shall pertain to all expenditures related to a Councilmember’s travel, conference, and
City business.
3. Receipts are required for meals and if a private auto is used, the Councilmember will be
reimbursed at the IRS mileage reimbursement rate based on the corresponding direct route
mileage. Councilmembers will utilize coach airfare only when it is deemed the most efficient
mode of transportation. In the event Councilmembers utilize their personal vehicle for an
extended trip, the lesser of mileage or coach airfare will be paid by the City.
4. All payments for airline transportation will be made directly by City purchasing card to airline
agencies for coach or tourist fare only.
5. Requests for payments will be presented at the Clerk-Treasurer’s Office whereupon an
“Itemized Training/Conference Expense Form” will be issued. The “Itemized
Training/Conference Expense Form” should be complete - indicating purpose of the
business meeting, seminar or conference, location, dates, etc. – and the corresponding
original billings should be attached. Forms must be submitted within three (3) working days
of returning from the trip.
6. It is the ultimate responsibility of the Councilmember to use discretion in the incurring of
expenditures which are later reimbursed by the City and to provide proper documentation as
to their identity and amount.