(A) The town may reimburse employees for reasonable business travel expenses, e.g., meal, lodging, mileage, and air travel expenses while traveling on approved town-related business. Employees whose travel plans have been approved are responsible for making their own travel arrangements or may ask for assistance from the Clerk-Treasurer’s office.
(B) When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives may be reimbursed by the town of Albion. Employees are expected to limit expenses to reasonable amounts. Expenses that may generally be reimbursed include the following:
(1) Airfare, if travel is more than 250 miles away. Expenses include parking fees, coach air fare and other relevant transportation expenses.
(2) Car rental fees for compact or mid-sized cars, or the lowest priced vehicle available. Employees should request the use of a town-owned vehicle before renting a car.
(3) Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.
(4) Taxi fares, only when there is no less expensive alternative.
(5) Mileage costs for use of personal cars, only when less expensive transportation is not available and payable per the rate set in the salary ordinance.
(6) Cost of standard accommodations in low to mid-priced hotels, or similar lodgings.
(7) Per diem of $10 per meal, if the meal is not included in the seminar cost, and not more than three meals per day. Alcoholic beverages are not reimbursable. Employees must obtain an itemized receipt for all items purchased that they would like to have reimbursed by the town.
(8) Charges for telephone calls, fax, and similar services required for business purposes.
(9) Charges for laundry and valet services, only on trips of five or more days. (Personal entertainment and personal care items are not reimbursed.)
(C) Employees who are involved in an accident while traveling on business must promptly report the incident to their department head. Vehicles owned, leased, or rented by the town may not be used for personal use.
(D) With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion may not interfere with successful completion of business objectives. Spouses or family members who accompany an employee are not covered by the policy and are not entitled to any reimbursement expenses. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the employee.
(E) When travel is completed, employees should submit completed travel expense reports within ten days to the Clerk-Treasurer’ office. Department heads must review and sign all expense reports before submission for payment to the Clerk-Treasurer’s office. Reports must be accompanied by receipts for all individual expenses.
(F) Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues.
(G) Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, may be grounds for disciplinary action, up to and including termination of employment.
(Ord. 2020-26, passed 1-12-21)