Employees and elected and appointed officials of the Village of Barnesville are to receive reimbursement for allowable expenditures made for a proper public purpose that are incurred while traveling out of the Village on official Village of Barnesville business. Expense reimbursement or expenditures will only be made under these terms and with the appropriate receipts documenting claimed expenses. Overnight travel and lodging expense reimbursement or expenditures require the advance approval of Village Council.
The following items are reimbursable or an approved expenditure, subject to the regulations contained herein and compliance with the procedures:
(a) Commercial Air Flights. Expenses are available for air flight only when automobile mileage would be more costly than the airfare or where travel time is of significance.
(b) Bus, Subway or Taxi. The most economical means available is to be used when traveling on Village business.
(c) Automobile. Whenever possible the Village will assign a Village owned vehicle for travel to and from meetings, conferences, and conventions considered to be attended for the proper purpose while on official Village business. If one is not available and a privately owned vehicle is used then he or she shall be reimbursed at the standard mileage rate as per the Internal Revenue Service. Such payment is considered to be the total reimbursement for all vehicle related expenses such as but not limited to fuel, oil, depreciation, insurance, maintenance and etc. Mileage reimbursement is payable to only one (1) of two (2) or more employees or officials traveling on the same trip in the same vehicle. Rental of a vehicle is not reimbursable without prior approval of the Village Council.
(d) Meals. Expenses incurred for meals while on official business will be reimbursed or paid by credit card at actual cost. An employee is eligible only when authorized by the Mayor, Village Administrator, Fiscal Officer, or Council. Employees and Officials shall order reasonably priced meals not to exceed $10 for breakfast, $15 for lunch, and $25 for dinner. Tips are authorized as long as they are not in excess of 15% of the check.
(e) Lodging. Employees and Officials will be reimbursed or Village credit card payment will be made for reasonable lodging expenses at the single rate. If two (2) or more employees or officials are attending the same meeting and are of the same gender then they may room together. If a family or friend accompanies the employee or official on out of town travel, the Village will pay the single room rate and the employee or official will be responsible for the difference. Government rate should be requested as well as obtaining tax exempt status prior to payment for the lodging. Room service, vending machine purchases, in room movies will not be authorized expenses.
(f) Parking and Tolls. Expenses for parking, highway, bridge, and tunnel tolls are authorized for reimbursement/payment while on official village business.
(g) Items not Authorized for Reimbursement/Payment.
(1) Tips in excess of 15% of meal cost.
(2) Alcoholic Beverages.
(3) Entertainment.
(4) Laundry and Dry Cleaning.
(5) Room Service Charges.
(6) Expenses of family or friends traveling with employee/official.
(7) Any allowable expense where a receipt is not provided for documentation.
A Village of Barnesville Expense Report must be completed with receipts attached and approved by the employee’s supervisor, Mayor, Fiscal Officer, or Village Administrator and submitted to the Village Fiscal Officer for reimbursement or to substantiate any authorized expense. (Res. 3702. Passed 9-8-15.)