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City of Newport News Section 1405
Personnel Administrative Manual Effective July 1, 2023
B. 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. Travelers must justify how the event is
related to their current position and supports or enhances City operations. The registration
costs associated with overnight travel must be included on the Travel Request Form along
with a conference agenda and any other supporting documentation.
2. Costs to attend politically affiliated or sponsored events or conferences are prohibited
under 5 USC Sec. 1502(a)(2) of the Hatch Act.
C. TRANSPORTATION
Costs to travel to and from the business destination as well as transportation costs related to
official business while at the destination are allowable expenses which may be paid using City
funds or reimbursed to the traveler upon return. Travelers should justify the mode of travel
on the basis of the most economical use of time, the cost of the various travel options, and the
requirements of the trip. Receipts and/ or documentation is required for all transportation
expenses.
1. CITY VEHICLES
a. The Motor Pool provides vehicles that are available for business travel. Travelers who
use department-assigned vehicles for overnight or long-distance travel are encouraged
to schedule a pre-travel inspection.
b. Reimbursements for gasoline, parking, garage fees, tolls, and emergency repairs to City
vehicles will be provided. When possible, gasoline and service should be obtained
from City facilities.
c. Family members or other riders are not permitted in City vehicles unless on City
business. The Department Director must be notified when family members are
planning to accompany the traveler on a City-related trip.
2. PRIVATELY-OWNED VEHICLES
a. Travelers are encouraged to use a City vehicle when available. The use of a private
vehicle for authorized travel may be reimbursed if a City vehicle is not available, if use
of a private vehicle is the most economical based on the requirements of the trip or if
otherwise approved by the Department Director in accordance with the City's Vehicle
Use Policy, Section 1401.
b. Generally, if a traveler elects to travel by private vehicle rather than air, rail or motor
coach, the total expenses reimbursed, including meals and lodging, may not exceed the
cost of the most economical travel mode available. Documentation is required to
support the cost of the most economical possible air, rail or motor coach fare available.
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