2016 Spencer Handbook

Table of Contents

prohibited and no reimbursement will be made by the City. This provision is made to provide an opportunity for an additional way to conduct city business.

E. Lodging – Hotel or motel reservations are expected to be made well in advance to ensure lodging is secure at moderate rates. Receipts for lodging are required. Reimbursement of lodging shall be limited to the minimum number of nights required to conduct the required City business. Room sharing is expected when traveling with fellow employees of the same gender. Direct billing is encouraged. F. Registration Fees – This includes normal registration fees, in-conference meal costs. Fees for additional activities may be covered by this policy if approved in advance . Fees for recreational activities will not be paid by the City. G. Payment – Employees are to be reimbursed through proper claims procedure upon presentation of properly documented vouchers. VOLUNTEER POLICY The City of Spencer recognizes it is our responsibility as a good corporate citizen to help strengthen the communities in which we live and work. Consequently, we encourage our employees to become involved in their communities, lending their voluntary support to programs that enrich the quality of life and opportunities for all citizens. Descriptions ● Personal Interest programs are those programs whose goals are considered strategically relevant to the mission of the City, but may not be company funded. ● City-Sponsored programs are those programs whose goals are considered of strategic importance to the City of Spencer and for which the City has provided funding (example: Volunteer Tree Planting Days). Volunteer Time ● Volunteer time should not conflict with the peak work schedule, other work related responsibilities, or cause conflicts with other employees’ schedules. ● Time away from work for volunteering purposes may occur during lunchtime, before work, after work, or on the weekends depending upon the type of volunteer program the employee is involved in. Department Heads are encouraged to promote volunteering by employees. ● Volunteer time should be on a set schedule to help with the coordination of other work related responsibilities. 55 The following guidelines are for the City of Spencer employees who serve as volunteers in community programs that are either of personal interest or are corporate-sponsored initiatives: