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City of Newport News Sectio111405
Personnel Administrative Manual Effective July 1, 2023
2. Cost of transportation to and from the travel destination will be paid by the city as long as
the total cost does not exceed the cost which would otherwise have been incurred had the
travel not been extended. The traveler shall obtain a quote for transportation costs for the
business trip, which shall be compared to the cost of transportation of the extended trip.
Such quotes shall be obtained as close in time as practical. Documentation of the cost
comparison must be provided.
3. Transportation at the destination and incidental transportation expenses, including taxi,
ride-share, parking, tolls and similar expenses, will only be paid on business travel dates.
4. Cost of lodging will be paid by the city only to the extent lodging would otherwise have
been provided had the travel not been extended. The traveler shall obtain a quote for
lodging costs for the business trip, which shall be compared to the cost of lodging for the
extended trip. Such quotes shall be obtained as close in time as practical. Documentation
of the cost comparison must be provided.
5. The city will not pay the traveler for meals and incidental expenses for days extended for
personal travel. The city will only pay M&IE which would have otherwise been paid had
the travel not been extended, to include the 75% reduction on the first and last day of
business travel.
6. Any expenses incurred without proper documentation and authorization, including
required cost comparisons, must be repaid by the traveler.
H. INTERNATIONAL TRAVEL
1. City travel outside the continental United States requires advance approval by the City
Manager or designee prior to any travel booking.
2. All domestic overnight travel policies apply to international travel.
3. International lodging and M&IE rates from the U.S. Department of State for foreign
locations shall be used in place of GSA rates where applicable.
4. Travel Request Forms and Final Travel Expense Reports shall be completed using U.S.
Dollars. Statements showing U.S. Dollar charges or other documentation to support
foreign currency conversion calculations are required.
I. INELIGIBLE EXPENSES
1. Approval for travel is not a blanket approval of all expenses incurred during travel. For
example, the City will not pay the expenses of accompanying spouses (unless specifically
authorized by the City Manager) or others, personal items, childcare, eldercare, pet
boarding, or other indirect expenses.
2. In no case shall ineligible expenses, as provided in Section VII, be paid using City funds or
reimbursed to the traveler.
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