2.32.230 Travel and host reimbursement.
When employees or members of the Borough Assembly are required to travel outside the Borough on official business, or when they incur approved out-of-pocket expenses in the conduct of official business, reimbursement or advance payment shall be in accordance with the following guidelines:
A. Travel on official business outside the Borough by a single employee or member of the Borough Assembly shall be via public carrier and at the most economical fare possible (e.g., coach airfare and economy ground transportation service).
B. If, for extenuating circumstances, the employee or member of the Borough Assembly is authorized or required to travel by private vehicle, the employee or member of the Borough Assembly shall be paid mileage at the Federal Internal Revenue Service rate of reimbursement, or the negotiated rate with the labor unions, whichever amount is greater, not to exceed the cost of equivalent coach airfare. This mileage authorization includes a reimbursement for fuel, insurance, parking, mechanical repairs, and any other out-of-pocket expenses associated with such travel by private vehicle. Travel between Fairbanks and Anchorage via private carrier will be reimbursed at a flat rate of $250.00 per trip, as defined in the Borough travel policy, unless travel in this manner is required by the Borough.
1. Reimbursement or advance payment for subsistence expenditures on official trips shall be based on a rate of $54.00 per day or the negotiated rate with the labor unions, whichever amount is greater. Partial days shall be paid in one-third-day increments.
2. Claims for reasonable lodging expenses and destination ground transportation shall be supported by and reimbursed in accordance with actual receipts.
C. Recognizing that it is in the best interest of the Borough for its representatives to host appropriate officials at luncheons or dinners, the Borough Mayor may authorize advance payment for reasonable hosting expenses incurred by Borough employees, and the Presiding Officer of the Borough Assembly may authorize advance payment for reasonable hosting expenses incurred by members of the Borough Assembly.
D. An employee or member of the Borough Assembly may request an advance payment equal to 100 percent of anticipated expenses covered under this section. Expenses paid in advance must be substantiated by receipts, invoices, ticket stubs, etc., within five working days of the employee’s return date. Overpayments shall be returned to the Borough. If an employee or member of the Borough Assembly shall fail to submit all documentation required by the Borough Mayor or the Presiding Officer of the Borough Assembly within five working days of completion of travel for which advance payment was made, the Mayor may deduct from an employee’s pay and the Presiding Officer may deduct from the pay of an Assembly member the full amount of funds advanced, during the next regular payroll. All funds so deducted shall be paid to the employee or Assemblymember upon submission of all required documentation. (Ord. 2021-36 § 2, 2021; Ord. 2009-28 §§ 13, 14, 2009; Ord. 2006-70 § 5, 2006; Ord. 2003-05 § 2, 2003; Ord. 2000-20-1G § 2, 2000; Ord. 98-009 § 11, 1998; Ord. 88-019 § 2, 1988; Ord. 84-102 § 2, 1985. 2004 Code § 2.24.221.)