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Requests for advances shall be reasonable estimates of the travel expense requirements of the applicant and shall include the following information: date of request, name of applicant, destination, purpose of travel, anticipated departure and return dates, amount requested, signature of applicant, official approval of trip by department head, check number, amount and date (to be provided by the custodian when advance is made).

Approved requests will be retained in the files of the custodian to support such advances until final settlement is made and claim for reimbursement has been submitted. (Ord. 579 § 3, 1970).