Section 1. Purpose

A. The District shall pay for expenses for authorized employees to attend approved conferences, seminars, or meetings (events). 1. The authorization for employees shall be the approved budget line item, 6619 – Travel, Meetings, and Conferences.

2. The employee may attend an event not specifically itemized in the approved budget providing the event will directly benefit the District, the event is approved by the District Manager or Department Director, and the cost of such event will not exceed the budgeted amount for travel.

Section 2. Procedure

A. The District Manager or Department Director shall authorize employees to attend events.

B. Registration. Registration fees for the event shall be paid by the District in advance.

C. Transportation. Transportation expenses shall be paid by the District in advance. The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time-efficient route. Government and group rates must be used when available. 1. Airfare. If the most economical means of travel require air travel, the most economical and reasonable rates shall be utilized.

2. Vehicle. To ensure the most economical mode of transportation is used, a District vehicle should be used when available. If it is not feasible to use a District vehicle, personal vehicle mileage will be reimbursed at the Internal Revenue Service rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle.

3. Car Rental. If the most economical means of travel require a car rental, the most economical and reasonable rates shall be utilized.

4. Rideshare. Rideshare costs may be reimbursed when such cost of such fares is equal or less than the cost of a car rental, gasoline, and parking combined, or when such transportation is necessary for time efficiency.

D. Lodging. Lodging expenses shall be paid for by the District in advance if an event on official District business reasonably requires an overnight stay. 1. When lodging is associated with a conference, lodging expenses must not exceed the group rate published by the conference sponsor if such rates are available at the time of booking. If the group rate is not available, the most economical and reasonable government and group rates for comparable lodging shall be utilized.

E. Per Diem. Employees attending an approved event shall receive fifty-five ($55) per day to cover meals, incidentals, and gratuities while at the event. The District will not pay for alcohol and/or personal bar expenses.

F. Parking. Parking fees associated with approved travel, lodging, and/or event attendance shall be paid by the District in advance when possible and most reasonable and economical rate shall be utilized. When advance payment for parking fees is not feasible, the District shall reimburse the employee for the cost incurred by following the report of expenditures process outlined in this policy.

Section 3. Report of Expenditures

The District may reimburse additional authorized travel expenses incurred by an employee, excluding expenses paid in advance and those covered by per diem.

A. All travel expense reimbursement requests shall be submitted by an employee via an “Authorized Travel Expense Report Form” provided by the District within thirty (30) days after returning from an approved event.

B. The report shall include an itemized list of expenditures with supporting receipts for each item noted as an additional actual and necessary expense incurred that are in compliance with this policy.

C. Inability to provide such documentation in a timely fashion may result in the expense being borne by the employee.

Section 4. Reports to Board of Trustees

Following event attendance, the employee shall submit a Sunshine Report to be included in the next regularly scheduled Board of Trustees meeting agenda packet, summarizing key insights that benefit the District and its ratepayers.

Section 5. Conduct

A. While attending conferences, employees represent the image of the District and should dress and act appropriately. Inappropriate conduct may affect the employee’s opportunity to attend future conferences.