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If the City's travel agent researches and provides travel arrangement information for a Council Member, the travel arrangements will be booked through the City's travel agent. However, if a Council Member chooses to research and make his/her own travel arrangements, the City will reimburse the actual cost of travel not to exceed the lowest rate of air fare travel as identified by the City's travel agent per the above stated criteria. If a Council Member cannot make a commitment regarding their travel schedule prior to the conference hotel reservation deadline, the Council Member will be reimbursed either (1) their actual cost of travel if lower than the rate identified by the City's travel agent, or (2) the cost of travel not to exceed the lowest airfare rate as identified by the City's travel agent per the above stated criteria. Airfare/Transnortation Air transportation will be made at the economy class fare to and from the city where the conference is held. The maximum payment that the City will pay will be the least expensive mode of transportation regardless of whether a Council Member elects to travel by air, personal vehicle, train, or other mode of transportation. Travel Extensions (,prior to or following official business Should a Council Member decide to extend his/her travel or visit other destination(s) en route for personal reasons, all expenses associated with such extensions shall be the obligation of the Council Member and shall be borne by the individual Council Member. Such expenses include hotel, meals, and transportation for the additional day(s) of stay. The City will not pay for expenses associated with personal travel. Accommodations The City will reserve and pay for (room and tax only) hotel accommodations and any self -parking at the conference hotel or the next closest and available hotel to the conference/business location. The City will pay for single occupancy hotel accommodations only, except if the room is shared with another City Council Member. Spouse or Guest Expenses If a spouse or guest accompanies the Council Member while the Council Member is traveling on official duty, the City will not provide any advance or additional payment for the Council Member's spouse or guest. Costs associated with the spouse's or guest's air transportation, meals, any additional cost in room (if there is a difference between single and double occupancy rates), and ground transportation will be borne by the Council Member and will not be pre -paid by the City. Typically Council Members' room reservations for official travel are guaranteed by a City credit card as part of the confirmation process. Consequently, charges made to the 16 R