Table of Contents: Chapter 3

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314 EMPLOYEE RELOCATION ASSISTANCE and RECRUITING TRAVEL EXPENSES 3/1/10

314.1 Purpose

Relocation policies address the relocation of new hires who reside beyond a reasonable commuting distance or who must fulfill a residency requirement of a specific position. Due to the changing nature of the job market there is a need for some discretion in providing relocation while maintaining a fair and equitable policy.

314.2 Approval

The City Manager has discretion in key professional and technical positions to offer relocation assistance on a case by case basis. The City Manager shall have the authority to approve full or partial relocation assistance for eligible positions, consistent with the provisions of this policy.

314.3 Applicability

Generally, this policy applies to Assistant City Managers and Department Directors. No discussion or offers of relocation assistance will be discussed with an applicant until such offer is approved by the City Manager. Relocation assistance for the positions of City Manager and City Attorney shall be determined by the Mayor and City Council and is outside the scope of this policy.

314.4 Moving Expenses

Any employee receiving reimbursement for moving expenses shall obtain and provide to the City three bids for eligible services and the City will reimburse the employee an amount equal to the lowest and best bid, as determined by the City Manager.

Moving expenses include such items as the costs of packing, transporting and unpacking an employee's household belongings. This policy covers the cost of moving items such as home furnishings, clothing and personal effects, appliances, tools, and pets. Per the IRS guidelines, reimbursement for some relocation expenses may be considered taxable income.

314.5 Expenses

The City of Lee's Summit may reimburse candidates for travel expenses incurred as a result of interviewing for a position provided that detailed receipts are provided.

Transportation: The City will pay the lowest of air or ground transportation to Kansas City from the interviewee's residence.

• Ground: Personal vehicle mileage will be paid according to the current IRS guidelines.
• Air: Applicants should secure three travel quotes. Reimbursement will be provided for the cost of the most cost effective or most direct flights to and from Kansas City.
• Reasonable and customary airline luggage surcharges for one bag will be reimbursed.
• Car rental, taxi or shuttle service: If traveling by air, reasonable expenses and tips will be reimbursed to and from the Kansas City airport to City Hall.

Lodging: Lodging will be paid for one or two nights as defined by the interview schedule. Lodging generally includes the cost of the room and any applicable taxes and charges. When making reservations, contact should be made with the suggested hotel given to the candidate. Should the applicant decide to stay at a different hotel, the City will reimburse the lesser of the suggested hotel rate or the hotel where lodging occurred.

Meals: Meals will be reimbursed at actual expenses not to exceed the per meal per diem rates contained in the IRS Publication section entitled "Standard Meal Allowance." Kansas City rates will apply.

Other Incidentals: The per diem rate is intended to cover any other incidental costs that may be incurred such as tips for bell hops, meals, or housekeeping.

Expenses not reimbursed: Expenses that will not be reimbursed include:

• Optional entertainment
• Guest fees
• Bar and snack charges
• Phone calls
• Laundry charges
• Extended personal travel