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1. the employee shall do so on his/her own time in his/her own car. <br /> I the City will reimburse the employee the lessor of the mileage rate to and from the <br /> site or the amount that the airline coach fare would have been as determined by the <br /> Director of Finance. <br /> 3. no reimbursement will be made for other mileage or other expenses incurred during <br /> the trip. <br /> B. Overnight Lodging Versus Commuter Travel Expenses. The employee will commute when <br /> the site is within 55 miles (one-way) driving distance from the closer of the City of <br /> Pleasanton or the employee's home, or located within the following counties: <br /> City Councilmembers are exempt from this distance test. <br /> City Commissioners are exempt from the distance test when attending their annual budgeted <br /> meeting. <br /> 0 Alameda County <br /> 0 Contra Costa County <br /> City and County of San Francisco <br /> Santa Clara County <br /> Exceptions may be made on a case-by-case basis with the approval of the City Manager. <br /> When requesting an exception, Form No. T-3 must be completed and a memo from the <br /> Department Head submitted detailing the reason for the exception. <br /> C. Extended Stay. For extended stay (exceeding one week) a department head may authorize, <br /> subject to City Manager approval, the use of an employee's vehicle with reimbursement for <br /> mileage to/from the site and other work related uses. For example: A police recruit <br /> attending the academy may be authorized to use his/her own vehicle to travel to the lodging <br /> site and for daily trips to and from the training site. <br /> Every four weeks, the employee may be authorized by his/her department head for one trip <br /> home, reimbursable in accordance with the same guidelines. <br /> D. Lodging. The City will pay in advance or reimburse the employee for the conference <br /> registration fee, and the standard single room rate. Whenever possible, the employee should <br /> stay at or very near the conference site. <br /> Whenever possible, lodging should be fire sprinklered. <br /> E, Meals. The City will reimburse employees for meals when receipts are presented with a <br /> direct payment claim. Maximum allowance with receipts is per Appendix A. Requests for <br /> reimbursement without receipts will be reviewed by the City Manager for payment. <br /> F. Meals In Transit. The City will only reimburse for meals while the employee is traveling <br /> to a conference site if the employee is unable to eat within two hours of his/her normal meal <br /> time. Receipts must be presented. <br /> B-3 <br />