Sister Cities Association of Sarasota

Citizen Diplomats—Carving a Path toward Peace since 1963

Official Delegation Visitors Reimbursement Policy

General Conditions:

  • To qualify for payment under this policy, all expenses must be pre-approved in writing by the Vice President for Cities and Candidate Cities.
  • Where expenses are to be covered by the Sister Cities Association of Sarasota (SCAS), the maximum amount payable will be no higher than the amount payable under each category of expense consistent with the policies of the City of Sarasota, unless otherwise approved in writing by the Vice President for Cities and Candidate Cities.
  • SCAS may be reimbursed by the City of Sarasota for expenses that fall under the terms of the City of Sarasota–SSCA Agreement.

Transportation:

  • It is our strong preference that visitors use Sarasota/Bradenton International Airport (SRQ). SCAS representatives will provide transport between SRQ and the visitor’s hotel. In exceptional circumstances and with its prior written approval, SCAS representatives may be reimbursed some of the costs of ground transport from and to Tampa International Airport (TPA), St. Petersburg International Airport (PIE), Charlotte County Airport (PGD) or South West Airport, Fort Myers (SWA). Transport from any other airport can be arranged but will be at the expense of the visiting delegation.
  • Ground transportation within the City of Sarasota and Sarasota County will be provided or underwritten for a five-day stay.

Car rentals:

  • Appropriate pre-approved car rentals may be reimbursed by the SCAS, in compliance with guidelines below.
    1. The driver/drivers must be 24 years of age and hold a valid driver’s license acceptable in the United States.
    2. Drivers are responsible for providing their own collision, personal injury and liability insurance.
    3. There will be no reimbursement for luxury cars.

Housing:

  • Hotel accommodation may be provided for a maximum of five rooms, double occupancy for five nights for official delegates. (SCAS President, Mayor or designated mayoral representative, and Sister City officers designated in advance, and Distinguished Visitors).
  • Home housing or higher education institutional dorms may be used by SCAS for special exchanges.

Meals:

  • Most meals for guests will be reimbursed by the City of Sarasota according to its per diem policy.
  • SCAS may cover any overage for pre-approved meal expenditures.

Alcohol:

  • No expenditure for alcoholic beverages will be paid from City of Sarasota funds.
  • SCAS may, at its discretion, cover the cost of alcohol served at official SCAS receptions and events.
  • Hosts should note that SCAS will not underwrite the cost for alcohol served at private events, dinners, or parties.

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