2.4 ERMUSR 04-08-2025Elk River
Municipal Utilities UTILITIES COMMISSION MEETING
TO:
FROM:
ERMU Commission
Tony Mauren — Governance & Communications Manager
MEETING DATE:
AGENDA ITEM NUMBER:
April 8, 2025
2.4
SUBJECT:
Updated Travel Expense Guidelines
ACTION REQUESTED:
None
BACKGROUND/ DISCUSSION:
For the commission orientation at the March meeting, staff presented updated reference guide
materials for 2025, including travel expense guidelines. That document did not incorporate an
updated Meals and Incidental Expenses rate (M&IE).
In order to avoid this issue in the future, staff rewrote the guidelines to provide commissioners
with directions to find the most up-to-date M&IE and mileage rates online. Staff will make a
point to include the current base M&IE and mileage rates in the annual orientation memo.
2n25 Rates-
M&IE - $68 standard daily rate (this amount can increase based on location)
Mileage — 70 cents per mile
ATTACHMENTS:
• Updated 2025 Travel Expense Guidelines for Commissioners
Page 1 of 1
Elk River
Municipal Utilities
Travel Expense Guidelines for Commissioners
Meals
Food allowances are actual expenditures for meals and gratuity, excluding alcoholic beverages. When
commissioners travel for ERMU activities and incur expenses for meals, the reimbursable total is based
on the U.S. General Services Administration's (GSA) established rates. The maximum to be reimbursed
can be found on the GSA website (www.GSA.gov). Rates can vary based on location and time of year.
For example, the rate is higher in Washington, D.C. than it is in Elk River, MN. Staff is available to help
commissioners confirm the appropriate rate prior to travel. Itemized receipts must be submitted for
reimbursement.
When travelling for the entire day, the distribution is flexible, meaning the reimbursable funds do not
need to be allotted in equal portions for each meal. If there are multiple days of travel, the distribution
per day is also flexible, meaning the reimbursable funds do not need to be allotted in equal portions for
each day.
If you are travelling for a partial day (i.e. only over the course of one or two meals), deduct one-third
from the total reimbursable amount for each meal not occurring during travel.
If you are at an event where the meal is provided and included in the fee for the event, please have that
meal unless there are extenuating circumstances such as allergies or dietary restrictions.
Mileage
The 2025 business mileage reimbursement will be based on the current IRS mileage rates (available at
www.IRS.gov). In order to receive reimbursement, commissioners must submit an address for their
destination and the mileage accrued.
Compensation
Members of the commission representing ERMU at meetings/conferences that are in addition to
the commission meetings will receive a $75 per day stipend.
45