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City of Newport News Seclio111405
Personnel Administrative Manual Effective July 1, 2023
E. All travel, meeting and training expenses must have appropriate authorization before they are
incurred. Travel forms must be completed within the times specified within this Policy and
must be signed by authorized officials for the traveler's department. Department Directors or
their designees are responsible for determining that expenditures are appropriately justified,
verifying there is sufficient funding for anticipated expenses; ensuring compliance with this
Policy; and reviewing, authorizing and approving travel and meeting-related payments and
reimbursement requests. Department Directors or their designees may grant or deny
authorization for City travel, travel advances, and travel reimbursements. City travel outside
the continental United States requires approval by the City Manager or designee.
F. Payment of expenses by City contractors is subject to the City's policy on receipt of gifts.
Employees shall not solicit nor accept nor receive any personal gift, favor, service, discount,
entertainment, hospitality, or other item having monetary value of $20 or greater from a
bidder, offeror, contractor or subcontractor of the City. This includes gifts of transportation,
lodgings and meals, whether provided in-kind, by purchase of a ticket, payment in advance
or reimbursement after the expense has been incurred. The City's policies are aligned with the
State and Local Government Conflict of Interests Act, Code of Virginia, Section 2.2-3100 et seq.
and the ethics in public contracting ordinances contained in the City Code, Sections 2-580
through 2-584.
G. Travel advance and/ or reimbursement requests may be denied. Multiple outstanding claims,
excessive dollars requested, insufficient processing time, insufficient justifications, and
incomplete request forms are some of the criteria that will be used in the denial decision.
H. Travelers shall not duplicate travel reimbursement requests from different funding sources.
All unauthorized, improper, duplicate, or mistakenly paid travel advances or reimbursements
shall be immediately reimbursed by the traveler to the City. Failure to do so may result in
disciplinary action, as well as deduction from one's PPL if it remains unpaid past fifteen (15)
business days of being notified of the need to reimburse. All travelers hereby consent to such
deduction by participation under this Policy. Travelers with a delinquent account will not be
permitted additional advances.
I. Violations of the policy may result in disciplinary action up to and including termination.
Other applicable administrative practices and policies, including the reporting of injuries,
accidents or illness, are in force during travel. If clarification of, and/ or assistance with,
existing policies and procedures is needed, the traveler should contact the Finance
Department.
J. Any exceptions to this Policy must be approved by the City Manager or designee.
IV. PROCEDURES
A. OVERNIGHT TRAVEL
1. The Travel Request Form must be used for any overnight travel as defined in Section V.
The traveler and/ or the designated travel coordinator for their department shall submit
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