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Home My WebLink About206613 02/28/2012 CITY OF CARMEL, INDIANA VENDOR: 027850 Page 1 of 1 ONE CIVIC SQUARE JAMES BRAINARD CHECK AMOUNT: $934.08 CARMEL, INDIANA 46032 CHECK NUMBER: 206613 CHECK DATE: 2/28/2012 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1160 4343001 739.08 TRAVEL FEES EXPENSE 1160 4343004 195.00 TRAVEL PER DIEMS 4�QNiTneRS�� ar CITY OF CARMEL Expense Report (required for all travel expenses) �NDIANp�/ EXHIBIT A EMPLOYEE NAME: Jim Brainard DEPARTURE DATE: 2/23/12 TIME: 11 10 AM PM DEPARTMENT: Mayor's Office RETURN DATE: 2/25/12 TIME: 7:30 AM M REASON FOR TRAVEL: USCM National Leadership DESTINATION CITY: Jacksonville, Florida Meeting EXPENSES ARE FOR (check all that apply): TRAVEL ADVANCE TRAVEL REIMBURSEMENT X TRAVEL PER DIEM X Date Transportation Gas/Tolls/ Lodging Meals Misc. Total Air -fare Car Rental Other Parking Breakfast Lunch Dinner Snacks Per Diem 2/23/12 $485.70 $485.70 2/23/12 $65.00 $65.00 2/24/12 $65.00 $65.00 2/25/12 $65.00 $65.00 2/25/12 $253.38 $253.3 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 0.00 Total 1 $485.70 $0.00 $0.00 $0.00 $253.38 $0.00 $0.00 $0.00 $0.00 $195.001 $0.00 DIRECTOR'S STATEMENT: I hereby a m that all expenses listed conform to the City's travel policy a are within my department's appropriated budget. Director Signature: Date: C7- City of Carmel Form ER06 Revision Date 2/27/2012 Page 1 For advance payments, claim form must be submitted ten (10) business days in advance of travel. Claim will not be processed without the following documentation: 1) Conference or course registration form, if applicable 2) Travel itinerary or car rental agreement, if applicable 3) Original itemized receipts for all expenses (or affidavits if appropriate), except for meal per diems (which require hotel receipt) 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 $65 for out -of -state travel For travel that commences after 1:00 p.m. (flight departure time, if traveling by air), $25 for in -state travel and $32.50 for out -of -state travel For travel that ends before 1:00 p.m. (flight arrival time, if traveling by air), $25 for in -state travel and $32.50 for out -of -state travel For travel that ends after 1:00 p.m. (flight arrival time, if traveling by air), $50 for in -state travel and $65 for out -of -state travel EMPLOYEE ACKNOWLEDGEMENT OF MEAL ADVANCE AND OBLIGATION TO DOCUMENT EXPENDITURES: 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 accept responsibility for these funds and agree to repay them if lost or stolen. understand that within ten (10) business days of my return (as stated on opposite side), 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 advance minus documented expenditures) being deducted from the first paycheck issued more than 30 days after the date of my return. Employee Signature: Date: City of Carmel Form ERO6 Revision Date 2/27/2012 Page 2 Kibbe, Sharon From: brainardjc @aol.com Sent: Friday, February 17, 2012 3:35 PM To: brainardjc @aol.com Cc: Kibbe, Sharon Subject: Itinerary Jacksonville, FL Feb 23, 2012 (Itin# 143410165788) From: Name: James Brainard Email: brainardjc @aol.com This e -mail contains a copy of an Expedia itinerary sent by James Brainard (brainardjc @aol.com) from Elizabeth H. Brainard's account. FLIGHT SUMMARY Booked Expedia itinerary name: Jacksonville, FL Expedia itinerary number: 143410165788 Expedia booking ID: PTNLNC (2) Airline ticket number(s): In process US Airways confirmation code: ALW2P5 The tracking number will be available by the end of the next business day. Round Trip Traveler: James Brainard Flight: from Indianapolis, IN (IND- Indianapolis Intl.) to Jacksonville, FL (JAX- Jacksonville Intl.) Depart: Thu 23- Feb -12 at 11:10 AM Arrive: Thu 23- Feb -12 at 4:21 PM Depart: In (IND), 23- Feb -12 at 11:10 AM Arrive: Washington (DCA), 23- Feb -12 at 12:43 PM Terminal: C Flight: US Airways 3401, operated by US AIRWAYS EXPRESS REPUBLIC AIRLINES Aircraft: EMBRAER 170 Meal Service: n/a Duration: 1hr 33mn i Distance: 487 mi (784 km) Economy /Coach Class Depart: Washington (DCA), 23- Feb -12 at 2:15 PM Terminal: C Arrive: Jacksonville (JAX), 23- Feb -12 at 4:21 PM Flight: US Airways 3265, operated by US AIRWAYS EXPRESS REPUBLIC AIRLINES Aircraft: E75 Meal Service: n/a Duration: 2hr 6mn Distance: 637 mi (1,025 km) Economy /Coach Class Seat: 18C Flight: from Jacksonville, FL (JAX- Jacksonville Intl.) to Indianapolis, IN (IND- Indianapolis Intl.) Depart: Sat 25- Feb -12 at 3:30 PM Arrive: Sat 25- Feb -12 at 7:30 PM Depart: Jacksonville (JAX), 25- Feb -12 at 3:30 PM Arrive: Charlotte (CLT), 25- Feb -12 at 4:55 PM Flight: US Airways 2676, operated by US AIRWAYS EXPRESS -MESA AIRLINES Aircraft: CR9 Meal Service: n/a Duration: 1hr 25mn Distance: 334 mi (538 km) Economy /Coach Class Seat: 21C Depart: Charlotte (CLT), 25- Feb -12 at 5:50 PM Arrive: Indianapolis (IND), 25- Feb -12 at 7:30 PM Flight: US Airways 1058 Aircraft: Airbus A319 Meal Service: n/a Duration: 1hr 40mn Distance: 429 mi (690 km) Economy /Coach Class Seat: 19C COST SUMMARY 1 adult: $413.02 Taxes Fees: $72.68 Total Cost: $485.70 2 H I Hyatt Regency Jacksonville Riverfront R E G E N C Y 225 East Coastline Drive JACKSONVILLE Jacksonville, Florida 32202 Tel: (904) 588 -1234 R I V E R F R O N T Fax: (904) 634 -4554 INVOICE Payee James Brainard Room No. 1762 1 Civic Square Arrival 02 -23 -12 Carmel IN 46032 Departure 02 -25 -12 Page No. 1 of 1 Membership GP 5154948268 Folio Window 1 Bonus Code Folio 183336 Confirmation No. 1409101 Invoice Group Name US Conference Mayors Date Description Charges Credits 02 -23 -12 Group Room 111.00 02 -23 -12 City Surcharge 1.11 02 -23 -12 Occupancy Sales Tax 7.85 02 -23 -12 Occupancy City Tax 6.73 02 -24 -12 Group Room 111.00 02 -24 -12 City Surcharge 1.11 02 -24 -12 Occupancy Sales Tax 7.85 02 -24 -12 Occupancy City Tax 6.73 02 -25 -12 XX /XX 253.38 Your Gold Passport Account has been credited for this stay. Total 253.38 253.38 Balance 0.00 Guest Signature THANK YOU FOR CHOOSING THE HYATT REGENCY JACKSONVILLE RIVERFRONT I agree that my liability for this bill is not waived and I agree to be held Our goal is to provide every guest with an exceptional stay. Should you have any customer service personally liable in the event that the indicated person, company or feedback, please email us at qualityjaxrj @hyatt.com. association fails to pay for any part or the full amount of these charges. For questions regarding your billing, you may contact our Customer Services department at (888) 1 accept delivery of The Wall Street Journal. If refused, a refund of $1.00 472 -2870 or na.customerservice @hyatt.com. will be provided. Please remit payment to: Hyatt Regency Jacksonville Riverfront P.O Box 934627 Atlanta, GA 31193 -4627 The United States Conference of Mayors National Leadership Meeting On Metro Exports and Ports February 23 -25, 2012 Hyatt Regency Jacksonville Riverfront Hotel Jacksonville, Florida REGISTRATION FORM (You may register on line at http /usmayors.orglJacksonvillel2 or complete this registration form and fax to U.S. Conference of Mayors Meetings Department at 202 467 4276). (Any staff who accompanies a Mayor must register separately) NAME Jim Brainard Title Mayor Organization City of Carmel, Indiana Address One Civic Square City Carmel State IN Zip 46032 Telephone 317 571 -2401 Fax 317 844 -3498 Email jbrainarde.carmel.in.gov Preferred Name on Badge: Mayor Jim Brainard Name of Partner /Accompanying Spouse: N/A Attendee has special needs: Yes_ No X (if yes, USCM will contact) HOTEL INFORMATION A block of rooms has been set aside at the following hotel: Hyatt Regency Jacksonville Riverfront Hotel 225 East Coastline Drive Jacksonville, FL 32202 (904) 588 -1234 Single/Double Occupancy $111 Taxes: 14.13% IMPORTANT. Room reservations must be made by calling central reservations directly (1- 888 421 1442). Please identify yourself as an attendee of The U.S. Conference of Mayors meeting to receive the special rate. Reservations must be confirmed with the hotel by Wednesday, February 15. Reservations must be guaranteed to a credit card for first night's room deposit. Please return this form to: The U.S. Conference of Mayors Attention: Carol Edwards 1620 Eye Street, NW, Washington, DC 20006 Telephone: (202) 293 -7330 Fax: (202) 4674276 The United States Conference of Mayors National Leadership Meeting on Metro Exports and Ports February 23 -25, 2012 Jacksonville, Florida Hyatt Regency Jacksonville Riverfront Hotel Title Sponsor: SIEMENS DRAFT AGENDA (As of January 26) THURSDAY, FEBRUARY 23 6:30 p.m. 8:00 pm. Opening Reception FRIDAY, FEBRUARY 24 8:00 a.m. 9:00 a.m. Breakfast Available 9:00 a.m. 11:30 a.m. Opening/Working Session Modernizing America's Ports and Freight Networks Welcoming Remarks /Moderator: ALVIN BROWN Mayor of Jacksonville Chair, Metro Exports and Ports Task Force The United States Conference of Mayors Key topics will include: U.S. Ports and Global Competition U.S. Port Modernization U.S. Ports and Intermodal Transportation U.S. Freight Corridors Port Security 11:30 a.m. Press Conference 12:30 p.m. 2:00 p.m. Lunch Guest Speaker TBA (Over) FRIDAY, FEBRUARY 24 (Continued) 2:00 p.m. 4:00 p.m. Working Session Promoting Metro Exports Moderator: R.T. RYBAK (Invited) Mayor of Minneapolis Vice Chair, Metro Exports and Ports Task Force The United States Conference of Mayors Key topics will include: U.S. Exports and Global Competition The Jacksonville Export Strategy Developing Metro Export Strategies Metro Export Case Studies 6:30 p.m. 9:00 p.m. Reception and Dinner SATURDAY, FEBRUARY 25 8:30 a.m. 9:30 a.m. Breakfast Available 9:30 a.m.- 12:00 Noon Developing a Global Mayoral Agenda on Metro Exports and Ports Presiding: ANTONIO R. VILLARAIGOSA Mayor of Los Angeles President The United States Conference of Mayors Key topics will include: Developing a Mayors National Exports Agenda Mayors Metro Exports Challenge Developing a Mayors Ports and Freight Agenda U.S. Conference of Mayors Priorities in the 112`" Congress The 2012 Presidential Campaign 12:00 Noon Adjourn 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)) 02/27/12 Expense Report $195.00 02/27/12 Expense Report $739.08 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 VOUCHER N WARRANT NO. ALLOWED 20 Mayor Jim Brainard IN SUM OF One Civic Square Carmel, IN 46032 $934.08 ON ACCOUNT OF APPROPRIATION FOR Mayor's Office PO# Dept. INVOICE NO. ACCT #/TITLE AMOUNT Board Members 1160 Expense Report 43- 430.04 $195.00 I hereby certify that the attached invoice(s), or bill(s) is (are) true and correct and that the 1160 Expense Report 43- 430.01 $739.08 materials or services itemized thereon for which charge is made were ordered and received except Monday, February 27, 2012 Mayor Title Cost distribution ledger classification if claim paid motor vehicle highway fund