Podcast
Questions and Answers
What is required for meal reimbursements to be allowed?
What is required for meal reimbursements to be allowed?
- The meal must be purchased from a designated vendor.
- An overnight stay or one-day air travel must be included in the journey. (correct)
- The employee must provide a justification for the meal.
- The meal expense must be less than a specified amount.
What must accompany the expense report submitted to the Finance Department?
What must accompany the expense report submitted to the Finance Department?
- Proof of attendance at the conference.
- Legible itemized receipts for all expenses claimed. (correct)
- A letter from the employee's department director.
- A signed waiver from the Mayor's Office.
What is the implication of attending a conference with 4 or more individuals?
What is the implication of attending a conference with 4 or more individuals?
- The department director can approve unlimited vehicle use.
- Each individual must use their own vehicle for transportation.
- Employees are required to travel separately to minimize costs.
- Public transportation must be obtained, or only one vehicle may be driven. (correct)
Who has oversight responsibility for the reimbursement process under this Executive Order?
Who has oversight responsibility for the reimbursement process under this Executive Order?
Under what circumstances may lodging expenses be reimbursed?
Under what circumstances may lodging expenses be reimbursed?
What must all City employees obtain before incurring any travel expenses?
What must all City employees obtain before incurring any travel expenses?
For reimbursement of personal vehicle use, what consideration is taken into account?
For reimbursement of personal vehicle use, what consideration is taken into account?
Which of the following expenses can employees NOT request for reimbursement?
Which of the following expenses can employees NOT request for reimbursement?
What is the first step an employee must take to incur reimbursable travel expenses?
What is the first step an employee must take to incur reimbursable travel expenses?
Which of the following statements about travel advances is correct?
Which of the following statements about travel advances is correct?
What is the reimbursement policy for public transportation air travel?
What is the reimbursement policy for public transportation air travel?
Which document must be submitted along with the request for conference/seminar registration fee reimbursement?
Which document must be submitted along with the request for conference/seminar registration fee reimbursement?
Flashcards
Travel Expense Approval
Travel Expense Approval
Employees must obtain approval from the Mayor BEFORE incurring any travel expenses on behalf of the City of Omaha.
Travel Authorization Report
Travel Authorization Report
A "Subsistence and Travel Authorization Report" (Form A-130) with expense estimates must be submitted to the Mayor for approval prior to travel.
Finance Department Approval (Within Budget)
Finance Department Approval (Within Budget)
Travel expenses must be approved by the Finance Department if they are within a budget line item.
City Council Approval (Over Budget)
City Council Approval (Over Budget)
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No Travel Advances
No Travel Advances
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Reimbursement for Registration Fees
Reimbursement for Registration Fees
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Reimbursement for Subsistence Only
Reimbursement for Subsistence Only
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Public Transportation Authorization
Public Transportation Authorization
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What insurance coverage must be provided for using a private vehicle?
What insurance coverage must be provided for using a private vehicle?
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What are the rules for using multiple vehicles for conferences?
What are the rules for using multiple vehicles for conferences?
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What is the rule for travel with large groups?
What is the rule for travel with large groups?
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When are meal reimbursements allowed for travel?
When are meal reimbursements allowed for travel?
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What lodging expenses are eligible for reimbursement?
What lodging expenses are eligible for reimbursement?
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Study Notes
Travel Policy
- City employees may be reimbursed for travel expenses incurred during authorized official city business.
- All employees must receive approval from the mayor before incurring travel expenses.
- A "Subsistence and Travel Authorization Report" (Form A-130) is required and should include expense estimates. This must be approved by the mayor before the travel date.
- Finance department approval is needed for reimbursable travel expenses within budget line items.
- City Council approval is required for reimbursable travel expenses exceeding allocated amounts.
- Employees will not receive advances for travel expenses.
- Reimbursement for conference/seminar registration fees will be reimbursed before the travel date.
- Employees may only be reimbursed for their own expenses.
- Reimbursement for expenses incurred by spouses or non-city employees is prohibited.
- Employees are responsible for arranging flights, hotel, and vehicle rentals at the lowest possible cost fitting their schedules.
- Travel reimbursements will be based on federal per diem rates in effect at time of travel.
- Air travel reimbursement is limited to coach fare.
- City-owned vehicles: Employees can be reimbursed for fuel, lubricants, repairs, parking, and storage.
- Personal vehicles: Authorization to use a personal vehicle must include proof of liability insurance and a signed report (A-130).
- Meal reimbursements are not allowed without an overnight stay or one-day air travel.
- Employees may be reimbursed for lodging expenses during an overnight stay.
- Reimbursement requests (Form A-130) must be submitted to the Finance Department within 5 working days of returning to the city.
- Receipts must accompany all expense claims.
- Mayor's Office oversees the entire policy.
- Finance Department manages reimbursement processes.
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Description
This quiz covers the key points of the travel policy for city employees, including reimbursement procedures and required approvals. Employees must understand the importance of adhering to the guidelines for travel expenses incurred during official city business. Focus on compliance with mayoral and council approvals is crucial for successful reimbursement.
