(A) This policy sets forth the maximum amount of reimbursement allowable for travel expenses and does not create any contractual or other obligation on the part of the city to reimburse any employee for any particular item of expense. The department head shall advise the employee in advance of the travel if they will not be reimbursing the employee for any expenses or a limited amount of travel expenses.
(B) Only expenses reasonably necessary in order to conduct official business and incurred while in travel status shall be reimbursable. Where personal travel is combined with travel for official business, only expenses reasonably necessary for official business shall be reimbursable unless expressly allowed under this policy.
(C) The requirement for prior approval of travel:
(1) (a) The department head and the Mayor or designee of the Mayor must give advance written approval before an employee begins travel outside Lawrence County if in travel status. The Clerk-Treasurer will approve all travel requests for the Clerk-Treasurer's Office employees.
(b) Forms will be on file with each department head, which must be completed and given to the Mayor. The form will be reviewed and approved or denied.
A copy will be forwarded to the appropriate department head. This form, if approved, must accompany the travel voucher to the Clerk Treasurer's Office to obtain payment.
(2) The brochure or other written documentation on the event(s) that the employee attends must be attached before any approval or reimbursement is made. Copies of the brochure should be made. The brochure needs to be included in each claim. Registration may be paid one month, and meals or mileage the next.
(3) All other travel must have prior approval of the department head.
(4) If there is any doubt about whether or not approval is required, please consult the Mayor's Office.
(D) The Mayor or designee of the Mayor may authorize exceptions to this policy. An employee requesting an exception must state the request in writing and obtain department head approval. Such request must be in narrative form, including:
(1) Who will be attending?
(2) When will it take place?
(3) Where it will take place?
(4) Copy of the brochure, or other documentation.
(5) Why an exception is necessary.
(E) Each employee requesting reimbursement for travel expenses must submit a claim covering only his or her own expenses. This claim must be signed by the department head and include a copy of the approved travel authorization signed by the Mayor. (Travel Approval form not needed unless in travel status.)
(F) All requests for reimbursement must be submitted on forms provided by the Clerk- Treasurer's Office and approved or prescribed by State Board of Accounts.
(G) It is the policy of the city that any compensation acquired by any employee as a result of travel reimbursed by the city, is the property of the city.
(1) Any employee who earns any compensation, while the employee is traveling for the city, will turn in the compensation to the department head for deposit in the proper fund.
(2) The department head shall establish procedures to implement this policy.
(3) The department head will report any compensation received to the Clerk-Treasurer's Office.
(H) Department heads may develop internal policies and procedures relating to travel by department. Such policies and procedures may not be inconsistent with this policy, but may be more restrictive. The policies must be approved by the Mayor or the Mayor's designee.
(Ord. 15-2005, passed 4-12-05; Am. Ord. 52-2005, passed 11-8-05; Am. Ord. 10-2011, passed 7-12-11)