This page uses extracted PDF text. Text can misread numbers, dates or table columns. Check the PDF before quoting or interpreting it. Redacted areas remain redacted.
City of Newport News Section 1405
Personnel Administrative Manual Effective July 1, 2023
1405- IBAVEL AND MEETING EXPENSE POLICY
I. PURPOSE
The purpose of this Travel and Meeting Expense Policy ("Travel Policy") is to provide a clear
and readily available reference on the procedures for reporting and recording travel expenses.
II. APPLICABILITY AND AUTHORITY
A. This policy applies to all City employees and volunteers, constitutional officers and their
employees, City Council appointees, and Judges, acting within an official City capacity. For
convenience, all such persons are referred to herein as "travelers."
B. Where used in this policy, "travel" shall mean overnight travel as defined in Section V. Local
meetings and trainings shall mean any meeting, training or other event where the attendee
does not stay overnight. Local meetings and trainings may also include meetings or functions
held by the City for City employees.
C. The Director of the Department of Finance is responsible for administering the requirements
of this Policy including issuing administrative procedures to accompany it.
III. ADMINISTRATIVE POLICY
A. It is the Policy of the City to pay all legitimate and necessary expenses incurred while traveling
on City business if funds are available. Travel costs shall be limited to only those expenses that
are reasonable and necessary for providing essential services to the City's citizens. The use of
City funds to accommodate personal comfort, convenience, and taste is not permitted. All City
expenditures are open to the public pursuant to the Freedom of Information Act (FOIA) and
must be able to sustain the test of public review.
B. When planning travel and incurring travel expenses, economy, prudence and necessity should
be our primary concern. The traveler and the authorizing official shall ensure that the best
possible rates are obtained.
C. Generally, the City requires the same level of support and documentation for travel and
meeting expenses as required by the Internal Revenue Service. Documentation should
demonstrate that each expenditure is a necessary business expense and indicate WHO the
expenditure was to, WHAT the expenditure was for, WHEN the expense was incurred,
WHERE the expenditure took place, and WHY the expenditure was made. Receipts or
appropriate documentation is required regardless of payment method as provided within this
Policy.
D. The City Travel and Meeting Expense Policy will be made available to each traveler. Each
traveler will acknowledge receipt and understanding of the City Travel and Meeting Expense
Policy. It is the traveler's responsibility to comply with the provisions of the policy.
1405-1Jump to an indexed page (13 of 13)