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City of Newport News Sectio11 1405
Personnel Administrative Manual Effective July 1, 2023
VI. LOCAL MEETING AND TRAININGS
Local meetings and trainings include 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. Local meetings and trainings do not require a Travel Request Form
or a Final Travel Expense Report. Reimbursement requests related to local meetings and trainings,
including mileage reimbursements not associated with overnight travel, may be submitted
directly to Accounts Payable with required documentation in accordance with this policy.
The City will pay reasonable expenses related to local meetings and trainings, including
registration costs, mileage and incidental transportation costs, business meals, and other
reasonable expenses related to the business of the City.
A. REGISTRATION
1. Registration fees for conferences, conventions, workshops, seminars, educational and
training courses, forums and other business activities related to the administration of
municipal government are allowable expenses. The event must be related to an
employee's current position and support or enhance City operations. Registration costs
where the attendee does not stay overnight do not require a Travel Request Form or a Final
Travel Expense Report.
B. TRANSPORTATION
1. Transportation expenses for local meetings or trainings, such as mileage, parking and tolls,
may be paid .or reimbursed in accordance with Section V. C. and the City's Vehicle Use
Policy, Section 1401.
C. NON-TRAVEL BUSINESS MEALS
1. Per diem M&IE allowances are not provided for local meetings and trainings.
2. Payment or reimbursement for meals for employees attending local meetings or trainings
is only provided for business meals during which substantive and bona fide business
relating to or affecting the City is discussed.
3. Business meals may only be purchased for City employees and other governmental agency
employees. Employees may not purchase business meals for individuals who are not
governmental agency employees, in accordance with Va. Code Section 15.2-953.
4. Payment or reimbursement for business meals must:
a. Be approved by the Department Director or designee.
b. Include the original, itemized receipt.
c. Include a meeting agenda or other documentation substantiating the discussion of
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