I. Introduction

Occasions occur where employees expend personal funds on behalf of the district. This procedure outlines the method to be used by all employees to obtain reimbursement.

II. Expense Claim Form

All personnel must use the Diamond Springs-El Dorado Fire District Expense Claim Form or some form of written documentation that contains the same information as the form.

III. Procedure

A. The Expense Claim must be filled out completely and signed in ink by the employee requesting reimbursement.

B. All receipts must be attached to the claim form. Expenses shall not be reimbursed without a receipt, except for mileage. Mileage shall be paid at the IRS rate.

C. Reimbursement shall not generally be made for expenses unless they are approved in advance by a Chief Officer or the Duty Captain. Exceptions will be made for expenses incurred by employees when:

1. An officer cannot be contacted to obtain approval, and it is clearly in the best interest of the district to make the expense. Such instances shall be reviewed on a case-by-case basis by the Fire Chief

2. Expenses are made in exigent circumstances. Exigent circumstances may include fireline meals, or assistance to citizens who are at risk.

D. The employee shall turn the expense claim in to the Fire Chief for approval.

E. In the majority of cases, reimbursement shall be made through the normal district monthly bill payiment process. Small purchases may be made from time to time through the Petty Cash system.

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