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Home My WebLink About191130 10/27/2010 CITY OF CARMEL, INDIANA VENDOR: 027850 Page 1 of 1 ONE CIVIC SQUARE JAMES BRAINARD CHECK AMOUNT: $2,815.36 CARMEL, INDIANA 46032 CHECK NUMBER: 191130 CHECK DATE: 10/27/2010 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1160 4343001 48.30 TRAVEL FEES EXPENSE 1160 4343003 2,377.06 TRAVEL LODGING 1160 4343004 390.00 TRAVEL PER DIEMS Page 1 of 1 Sheeks, Cindy L From: Kibbe, Sharon Se t: Tuesday, October 26, 2010 2:24 PM 6 Sheeks, Cindy L Subject: Mayor's Expense Report: Per Diems Hi Cindy New York City 9/22 9/25 (City Promotional) I checked with the Mayor and learned that he departed Indy around noon on 9/12 for New York City. He departed New York City at 11:50 PM on 9/15. He was in the Middle East 9116 to 9121. Washington D.C. 9/24 9/26 (US Conference of Mayors) He arrived in Washington D.C. around 3:00 PM on 9/22. He departed Washington on 9/24 in the evening. I understand the travel cut -off is 1:00 p.m. for per diems, so please allow him 2 half day per diems for 9/12 and 9/22. He would be entitled to full day per diems for 9/13, 9/14, 9/15, 9/23, and 9/24. Please let me know if this is sufficient information in order to process the Mayor's claim. Too you, Sharon M. Kibbe Office of the Mayor City of Carmel (317) 571 -2483 Direct (317) 844 -3498 Fax From: Sheeks, Cindy L Sent: Tuesday, October 26, 2010 12:50 PM To: Kibbe, Sharon Subject: Hi Sharon, Give me a call when you have time. Cindy Sheeks Finance Manager, City of Carmel 3 571 -2428 571 -2410 fax csheeks @carmel.in.gov 10/26/2010 CITY OF CARMEL Expense Report NAME Brainard, James C. DEPARTURE DATE TIME: 9/12/10 DEPARTMENT Mayor's 1160 RETURN DATE TIME: 9/24/10 NYC City Promotional CHECK IF CLAIM IS FOR PREPAYMENT /ADVANCE REASON FOR TRAVEL: TMCM Transportation Auto Taxi, Toll Meals Date Ex etc. Lodging Misc. Total Expenses Air -fare Car rental P Breakfast Lunch Dinner Per Diem 9/12/10 $353.40 $W60 C OO $413.40 9/12/10 $60.00 $60.00 9/13/10 $37.20 $60.00 $97.20 9/14/10 $60.00 106. D1) $60.00 9/15/10 $1,152.34 00 $1,212.3 9/15/10 $11.10 $11.10 9/22/10 $_0'00 S $60.00 9/23/10 $60.00 $60.00 9/24/10 $60.00 $6 $120.00 9/25/10 $751.32 751. Total $473.40 $0.00 $0.00 $48.30 $1,903.66 $0.00 $0.00 $0.00 $4X.00 $0.00 For advance payments, claim form must be submitted fifteen (15) business days in advance of travel. Claim will not be processed without the following documentation f 1) Conference or course registration form, if applicable 1 2) Travel itinerary, if traveling by air 3) Original itemized receipts or affidavits, if approved by Department Director, for all expenses (except for meal per diems) Prorated meal allowance: For travel that commences before 1:00 p.m. (flight departure time, if traveling by air), $50 for in -state travel and $60 for out -of -state travel For travel that commences after 1:00 p.m. (flight departure time, if traveling by air), $35 for in -state travel and $45 for out -of -state travel (NOT a per diem) DIRECTOR'S STATEMENT: I have reviewed this aim and affirm that all expenses listed conform to the City's travel policy and are within my department's appropriated budget. Director Signature: Date: �Z, EMPLOYEE ACKNOWLEDGEMENT OF MEAL ADVANCE AND OBLIGATION TO DOCUMENT EXPENDITURES: I hereby acknowledge receipt of such funds being advanced to me by the City of Carmel solely for the purpose of purchasing meals while traveling to participate in official business for the City. I understand that within fifteen (15) business days of my return (as stated above), I am responsible to: 1) Submit original itemized receipts to the office of the Clerk- Treasurer documenting all meal expenditures; and 2) Return all unused funds to the office of the Clerk- Treasurer I further understand that failure to provide the required documentation shall result in the total amount of the advance being deducted from the first Paycheck issued more than 30 days after the date of my return, Failure to return unused funds will result in the amount of the unused funds (total Cityadvfrromhapufidudiahented expenditures) being deducted from the first payd ied more than 30 days after the date of my return. Page 1 Amedcan EWem I Card Acttvity 9/28/10 12:05 PM Transaction Date: 08/2612010 Thu Transaction Description: DELTA AIR LINES ATLANTA GA DELTA AIR LINES From To: Carrier: Class: NDIANAPOLIS IN LAGLIARDA INTL A/P DL QA I WASHINGTON NAIL D [INDIANAPOLIS IN DL TA Ticket Number: 00679161607073 Date of Departure: 09/12 Passenger Name: BRAINARDUANIES Document Type: PASSENGER TICKET Cardmember Name: JANES C BRAINARD Amount 353.40 Doing Business As: DELTA AIR LINES Merchant Address: ATLANTA AIRPORT ATLANTA GA ATLANTA 30320 L NITED STATES –.1-- Reference Number: 320102390374516724 Category: Travel Airline https://online.ame0cane)vrm.00m/myca/tstmtWisLdo?request.type=auti)reg_StatE!mentOLFace=eti_US&SPIrKlex--O&sortedjnde)c--I Page 1 of 1 American Ex;xess Card ActIvity 9/28/1012:04 PM Transaction Date: 09/13f2010 Morn Transaction Description: NYCTA)a MDSV16 09WOODSDE 000 -0000000 Cardmember Name: JAMES C BMINARD Amount 37.20 Doing Business As: WOODSIDE IVIGIVT INC Merchant Address: 4913 RDOSEVELTAVE WOODSIDE NY WOODSIDE 113T7-4457 L)NITED STATES Reference Number: 320102560061062292 Category Transportation Taxis Coach https://online.americane)vress.com/myca/estmVuwlistdo?request-type=auVueg_Statement&Face=eri-usBLBPIride)c-O&Sorted Page 1 of I AmerIcan E)press I Card AdWity 9/28/10 12:03 PM Transaction Date: 09/1512010 Wed Transaction Description: ON THE AVENUE 800000NEW YORK Arrival Date Date 09/12/10 09115/10 00000000 LODGING Cardmember Name: JAMES C BRAINARD Amount 1,152.34 Doing Business As: ON THE AVENUE Merchant Address: 2178 BROADWAY NEW YORK w NEW YORK 10024-6647 LRqrna) STATES Reference Number: 320102590094665904 Category: Travel Lodging https:#onlbwamericanemmw.a)m/mycakstmVWistdowequest-type=au&-g-StatemmWaw=en_US&BPlnde)r-O&gDrted_Mex-I Page 1 of I American Express I Card ActivIty 9/28/10 11:55 AM Transaction Date: 09/15/2010 Wed Transaction Description: NYC TA)G NO 8K8l 09LONG ISLAND C I I.—..— 718-3923013 Cardmember Name: JAMES C BRAINAFD Amount 11.10 Doing Business As: ARTHUR CAB LEASING CORP Merchant Address: 25 11 41STAVE LONG ISLAND CITY NY LONG GLAND CITY 11101 UNITED STATES Reference Number: 320102580083097287 Category Transportation Taxis Coach https://onilne.amercane)p Page 1 of 1 American Enxim I Card Actfvlty 9/28/10 12:04 PM Transaction Date: 09/12/2010 Sun Transaction Description: DELTA AR LINES INDIANAPOLIS IN DELTA A R L94M From To: Carrier: Class: INDIA NAPOLIS IN I NDIANA POLIS IN OL IVIC NOT AVAILABLE Ticket Number: 00682250246462 Date of Departure: 09112 Passenger Name: JAMESIBRAINAFRD Document Type: EXCESS BAGGAGE Cardmember Name: JAMES C BRAINAFD Amount 60.00 Doing Business As: DELTA AR LINES Merchant Address: DEPT 680 1030 DELTA BLVD ATLANTA GA ATLANTA 30354 LKITED STATES Reference Number: 320102560061062290 Ca T r avel Airti ne https://onflne.amerhmneMnms.cDm/myca/estmtAs/fistdoWequest_type=aufteg_StatementBLFaco=erLUS&BPlnde)r--O&swtedjndex--1 Page 1 of 1 THE UNITED STATES CONFERENCE OF MAYORS 2010 Fall Leadership Meeting September 22 -24, 2010 St. Regis Hotel Washington, DC REGISTRATION FORM (Each participant must complete a separate form) NAME.: James Braina TITLE Mayor ORGANIZATION: City of Carmel ADDRESS: One Civic Square CITY: Carmel STATE: Indiana ZIP 46032 TELEPHONE: 317- 571 -2401 FAX: 317- 844 -3498 Email Address: jbrainard @carmel.in.gov Attendee has special needs: Yes (If yes, USCM will call) x No HOTEL INFORMATION Important: To make room reservations, please call Starwood's St. Regis Desk at 1- 888 -627- 8087. Please identify yourself as an attendee of the U.S. Conference of Mayors to ensure the group rate. A block of rooms has been set aside at: St. Regis Hotel 92316 1h K Streets, NW Washington, DC 20005 (202) 638 -4231 RATE/TAYES: 5299.00 Single/Double 14.5% taxes Please note: Hotel accommodations cannot be assured after September 1, 2010 Reservations must be cancelled 24 hours prior to arrival and cancellation number must be obtained to avoid a charge of one night's room and tax. All reservations MUST be guaranteed for arrival with a major credit card and/or a first room night's deposit. Rates will be available 3 days prior and 3 days after the event dates, subject to availability of guest rooms at the time of the reservation. Please return this form to: Carol Edwards U.S. Conference of Mayors 1620 I Street, NW- Washington, DC Phone: (202) 861 -6747 or Fax: (202) 467 -4276 Amedcan ExPre% I Card Activity 9/28110 11:55 AM Transaction Ode: 09/241201 0 Fri Transaction Description: DELTA AIR LINES WASFENGTON DC TKT# 0068226003456 DELTA AIR LINES From: To: Carrier: Class WASHNGTON NAIL D WASHINGTON NATL DDLIVIC NDT AVAILABLE DLMC Ticket Number: 00682260034562 Date of Departure: 0924 Passenger Name: JAMEWBRAINARD Document Type: EXCESS BAGGAGE Cardmember Name: JAMES C BRAINARD Amount 60.00 Doing Business As DELTA A IR LINES Merchant Address: DEPT 680 1030 DELTA BLVD ATLANTA GA ATLANTA 30354 UNITED STATES Reference Number: 320102680193890522 Category: Travel Airline https:/Ionlbw.amedcanexpress.com/my CaX-Wntju*fflStdo7reque5LtV Pe=aUthreg-Statement&Face=en_U SHPI ndex-- O&Sortedjndex-- 1 Page 1 of 1 American Enym I Card Activity 9P8/10 11:55 AM Transaction Date: 09/2512010 Sat Transaction Description: ST REGIS HDTB- WASH WASHINGTON DC 772515 202-638-2626 Cardmember Name: JAMES C BRAINAFD Amount 751.32 Doing Elustness As: ST REGIS WASHINGTON DC Merchant Address: 923 16TH ST NW WASHINGTON DC WASHINGTON 20006-1701 UNITED STATES Reference Number: 320102680193890521 Category: Travel Lodging httpsWlonthe.americanaQress.com/mycaA!stmVLG/UsLdoWeques[_type=authreg-StBwmalt&face=en-US&BPlndex--C&sDrtedinde)r-- I Page 1 of I VO UCHER N O. WARRANT NO. ALLOWED 20 Mayor Jim Brainard IN SUM OF One Civic Square Carmel, IN 46032 ._$2;845 -36 ON ACCOUNT OF APPROPRIATION FOR Mayor's Office PO# Dept. INVOICE NO. ACCT #!TITLE AMOUNT Board Members I hereby certify that the attached invoice(s), or 1160 Expense Report 43- 430.01 $48.30 bill(s) is (are) true and correct and that the 1160 Expense Report 43 430.03 $2,377.06 materials or services itemized thereon for 1160 Expense Report 43 430.04 which charge is made were ordered and �UF J received except Friday, October 22, 2010 i Mayor Title Cost distribution ledger classification if claim paid motor vehicle highway fund Prescribed by State Board of Accounts City Form No. 201 (Rev. 1995) ACCOUNTS PAYABLE VOUCHER CITY OF CARMEL An invoice or bill to be properly itemized must show: kind of service, where performed, dates service rendered, by whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc. Payee Purchase Order No. Terms Date Due Invoice Invoice Description Amount Date Number (or note attached invoice(s) or bill(s)) 09/24/10 Expense Report $48.30 09/24/10 Expense Report $2,377.06 09/24/10 J Expense Report $420.00 I hereby certify that the attached invoice(s), or bill(s), is (are) true and correct and I have audited same in accordance with IC 5- 11- 10 -1.6 20 Clerk- Treasurer