(A) The Town Manager, the Assistant Town Manager, and department heads are hereby authorized to use a town credit card or to claim reimbursement for the expenses incurred while conducting official town business that promotes the best interest of the town on a cost incurred basis with the following additional limitations:
(1) The amount of any tip included on a meal reimbursement shall not exceed 15%;
(2) No expense shall include any alcohol;
(3) The Assistant Town Manager and all department heads shall be required to obtain written approval from the Town Manager prior to incurring such expense;
(4) Each town official requesting payment or reimbursement of an expense, as provided for herein, shall also submit all supporting information as reasonably required by the Clerk-Treasurer for record keeping and State Board of Accounts audit purposes, including, but not limited to, information showing compliance with this section; and
(5) Any expenses incurred that are determined unreasonable in the terms of amount and/or type of expense and/or in violation of this section shall not be eligible for reimbursement or payment and/or if such expense is already reimbursed and/or paid, the town official shall be responsible for repayment of such expense to the town.
(B) Each town official who receives reimbursement of and/or pays an expense using a town credit card shall be responsible for any and all taxes associated with the expense for the town official.
(C) The request for reimbursement of an expense shall be claimed by the town officials as identified herein on appropriate claim forms. The claim forms shall be submitted to the Clerk-Treasurer for payment.
(D) This section supplements Section C “Allowable vs. Non-Allowable Expense” and Section E “Local Expense” of the town’s Employee Handbook.
(Ord. 2013-03, passed 2-14-13)