(A) A request to travel form shall be completed by all persons traveling at the expense of the town.
(1) A request to travel form shall be completed by the employee for all travel. If overnight accommodations are required, the arrangements will be made through the Clerk-Treasurer’s office.
(2) The Clerk-Treasurer, prior to travel, must approve a request to travel form. A copy will be provided to the Town Council. Permission for overnight travel must be authorized by the Town Council.
(B) Travel advances and payment for payment of registration, travel and/or lodging in advance may be requested at the traveling employee’s discretion.
(1) Travel advances should be limited to the greatest extent possible by paying as many fixed fees as possible in advance.
(2) Advance payment requests shall be noted on the request to travel form. Once the travel has been approved, an appropriate completed payment voucher should be submitted to the Clerk-Treasurer. A note should be attached to the payment voucher stating the date the advance is needed. The payment will then be processed in the accounts payable cycle immediately before the date needed.
(3) All cost of travel shall be estimated on the request to travel form, regardless of the form of payment. This includes registration, transportation, lodging and meals, including those paid in advance.
(4) Use of advance arrangements including early registration discounts should be accomplished whenever possible.
(C) Personal expenses incurred in traveling are not reimbursable, including, but not limited to, personal telephone calls, laundry, entertainment and alcoholic beverages.
(Ord. 2016-07, passed 12-28-2016)