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 Sectio111405
Personnel Administrative Manual Effective July 1, 2023
4. AIR, RAIL AND MOTOR COACH TRAVEL
a. When travel by air, rail or motor coach is necessary, the City will authorize travel by
coach/ economy class. The costs must be included on the Travel Request Form along
with any supporting documentation.
b. The City will reimburse a traveler for any fees associated with carry-on luggage and
the cost for one piece of checked luggage if not included in the coach fare. If the bag
exceeds weight or size limits and the traveler is charged by the airline for additional
fees associated with overweight or oversized bags, the City will only reimburse for the
standard fee to check the bag.
c. Travelers are generally expected to begin and end their travel at Hampton Roads or
Richmond area facilities. Exceptions may be approved when the traveler can
demonstrate the cost to travel to an alternate location is less than or equal to costs which
otherwise would have been incurred. The comparison must be attached to the Travel
Request Form.
d. Generally, optional travel charges, such as fees for expedited airport security screening
(TSA PreCheck, Clear, etc.), expedited boarding, seat selection, additional leg room, in
flight amenities, airline or trip insurance are not allowable expenses; however, travel
charges incurred to accommodate medical needs may be permitted upon request.
5. TRANSPORTATION AT DESTINATION
a. Expenses for public conveyance, taxicabs, airport limousine and ride share (Uber, Lyft,
etc.) including reasonable tips, are reimbursable when justified.
b. When necessary, reasonable efforts must be made to obtain the most economical
transportation to and from airports, train stations, or similar transportation facilities.
6. INCIDENTAL TRANSPORTATION EXPENSES
Incidental transportation expenses, including ferry fares, bridge, road and tunnel tolls,
fees for storing or parking motor vehicles, and other reasonable expenses are
reimbursable when necessary for official business.
D. LODGING
1. The City shall pay or reimburse the cost of lodging for overnight travel.
2. All lodging rates are governed by the U.S. General Services Administration (GSA).
Lodging costs, to include taxes and fees, will be approved up to 225% of the applicable
GSA rate for the zip code of the location of the event. Exceptions may be approved by
Department Directors when reasonable. Estimated lodging costs must be included on the
Travel Request Form along with any supporting documentation.
1405-6Jump to an indexed page (13 of 13)