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Home My WebLink About2025-02-05 - Evolution Marketing - AgreementDocusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT A (1 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT A (2 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT A (3 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHBIT A (4 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT A (5 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT A (6 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT A (7 of 7) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT B (1 of 2) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 EXHIBIT B (2 of 2) Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Effective July 1, 2021 EXPENSE REIMBURSEMENT GUIDELINES Vendors may be reimbursed for all or part of reasonable expenses incurred in conjunction with providing services to the city including travel, meals and overnight accommodations. Reimbursable expenses main include, but are not limited to: 1. Hotel and Motel Expenses - The lodging charge should be in line with the average cost of a single room in that location. If the rate is out of line for the locality you are visiting, you should attempt to secure accommodations which are more in line with prevailing commercial and tourist rates. Lodging expenses must be supported by the original machine printed receipts which are furnished by most hotels and motels, or an original handwritten receipt. The travel reimbursement cannot be paid without this receipt. 2. Meals - The allowance for meals should represent actual and reasonable costs expended for your own meals. Tips are reimbursable at 15% of the meal cost (tax not included). No reimbursement will be made for the cost of alcoholic beverages. Meal cost reimbursement guideline: • Breakfast $10.00 • Lunch $15.00 • Dinner $30.00 3. Porterage - Necessary gratuities to hotel employees are reimbursable. These may not exceed $5.00 for each stay at a hotel. All other fees and tips paid to porters, bellboys, maids, etc., are not reimbursable. 4. Air Travel – Air travel must be reasonably necessary. Generally, distances in excess of 400 miles one way will be considered reasonable. Exceptions to this must be approved prior to booking the flight. Reimbursement for air travel shall be limited to the fare for the lowest class reasonably available. The passenger coupon of the airline ticket shall be attached to the travel expense report. For other modes of travel, attach available receipts for tickets that have been purchased. The travel reimbursement cannot be paid without this receipt. Insurance coverage for travel by air is not allowable as a reimbursable expense. Reimbursement for use of an employee’s private aircraft is not allowed. 5. Travel by Personal Automobile - The use of personal automobiles will be reimbursed at the standard IRS mileage rate up to a maximum of $400. Generally, it is more cost effective for travel exceeding 400 miles one way to be made by air. Consultant will be reimbursed for travel by automobile only. Other forms of travel, such as travel by moped, motorcycle, aircraft and watercraft is not reimbursable. Charges for gasoline, oil, lubrication, repairs, antifreeze, tires, tire repair, towing and other similar expenditures will not be allowed as reimbursable expenditures when privately owned cars are used. Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843 Effective July 1, 2021 6. Public Transportation - Transportation expenses incurred are reimbursable regardless of the type of transportation used. In general, travel by public transportation (railroad, bus, or commercial airplane) should take preference if it is convenient and not too time consuming. 7. Taxis/Limos - Charges for taxis and airport limousines, including tips at the maximum rate of 15% of the taxi charge are reimbursable only where other modes of travel are not available or practical. Receipts and an explanation are required only if the amount is unusually high. 8. Rental Cars - When transportation is required at the destination, a rented car should be evaluated against other modes of transportation. Many times extensive travel at the destination can be done at less cost by a rented car rather than multiple taxi fares. 9. Traveling with Spouse/Significant Other - There is no objection to an consultant inviting his/her spouse or significant other to travel with him/her. No expense for the travel by the spouse/significant other will be reimbursable. With respect to the cost of lodging, the amount reimbursable will be equal to the single room rate only. The hotel clerk should be asked to write the single room rate on the receipt. 10. Claiming Reimbursement – To claim reimbursement for expenses, submit a Non- Employee Expense Reimbursement Form and supporting documentation to the Human Resource Division within ten working days of event. Acceptable supporting documents for actual expenses include itemized receipts for meals, hotel, rental car, air travel, etc. Acceptable documentation for mileage is a “Google Maps” or similar print out that indicates the driving distance each way. Please direct all qu estions to the Human Resources Division. Docusign Envelope ID: 430D5E16-6633-4101-A8D1-270261481843