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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 3.3
MILEAGE REIMBURSEMENT
3/30/2007
3/11/2014; 12/1/2020
Section 3 - Personnel
I. PURPOSE
This policy further defines the city’s policy (City Manager Directive #7) for mileage reimbursement
as it relates to the operations of the Public Facilities, Recreation & Special Events department.
II. PROCEDURE
A. Employee Job Requirements
1. Employees may be asked to report to, as part of their “normal commute”, the Parks
and Recreation Division administrative offices before proceeding to their primary
worksite.
2. Based on need for program coverage, the primary worksite may vary.
a. No reimbursements will be provided for commuting from home to the
primary worksite, even if the employee has been authorized to work from
home.
B. Availability of a city vehicle
1. Employees who have a city vehicle available for their job duties are not eligible to
submit requests for mileage reimbursement.
2. Should employees be asked to transfer from their primary worksite to another site
after arriving at the primary worksite, they are eligible for mileage reimbursement for
the distance from the primary worksite to the assigned secondary site.
C. Eligibility
1. All reimbursable mileage must be pre-approved by the employee’s supervisor.
2. All employees who use private vehicles for city business will be required annually to
show proof of:
a. Valid Arizona Driver’s License
b. Current insurance
c. Vehicle registration
3. As part of the department orientation, employees will be made aware of the policy
and informed it is their option to request or not request mileage reimbursement for
use of personal vehicles for authorized city business.
4. Employees requesting mileage reimbursement must enter a new claim in the
Employee Self Service system prior to travel and submit an Employee Expense
Reimbursement request for approval by their supervisor. Online forms can be
accessed through the Employee Self Service platform on the GRID.