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Mercer Island, WA Employee/Personnel Handbook
Employee Travel and Subsistence

City employees may occasionally incur expenses for travel and subsistence while conducting City business. In order to receive reimbursement or a cash advance for such expenses, employees must observe the following conditions.

1. Approval for expenses in connection with travel outside the City must be received in advance from the Department Director. The amount of funds allocated for travel and subsistence in the department's budget will be a primary consideration in the approval of such requests.

2. City vehicles must be used for all out of town trips whenever possible. If no City vehicle is available, an employee's use of a private vehicle will be reimbursed at the current rate of 31cents per mile rate. This amount is subject to change at any time.

3. Subsistence expenses for meals and lodging are not reimbursable unless approved in advance by the Department Director.

4. Under no circumstances will expenses for alcoholic beverages be reimbursed.

5. There will be no reimbursement of expenses made for guests of City employees.

Advance claims may be received for expenses for City business done outside the City limits involving travel, accommodations and subsistence. Estimates of expenses will be made on a form provided by the Finance Department. Approved requests will be retained by Finance until final settlement is made.