(A) A Travel Policy for the town is hereby established. The policy shall hereafter be referred to as the “Town Travel Policy”.
(B) The following policy shall be used in providing or reimbursing Town Council Members, the Clerk-Treasurer, Members of Commissions and Boards, Appointed Officials and/or town employees for travel accommodations when such travel has been authorized and budgeted. Such persons shall hereafter be referred to as Town Official(s).
(1) Registration fees. The cost of registration or similar fees for conferences, seminars and other similar meetings or functions related to town affairs will be provided for or reimbursed. Arrangements for these affairs should be made by a designated person using the town credit card, or by billing the individual directly. All reimbursements must be documented by original detailed receipts.
(2) Transportation.
(a) Travel by commercial airlines, rail service, bus, or similar common carrier mode will be provided for at the prevailing “coach” or “tourist” rate when authorized and supported by original receipts.
(b) Taxi fare and/or the cost of other local (public) conveyance will be provided for or reimbursed when supported by original receipts.
(c) Parking fees and tolls will be reimbursed when supported by original receipts.
(d) When a personal automobile is used in lieu of common carrier transportation for travel distances over 300 one-way miles, as authorized by the employee’s immediate supervisor, the first 600 miles will be reimbursed at one-half the maximum IRS rate. Town vehicles for transportation shall be used whenever necessary and practical.
(e) The use of personal automobiles for Town Travel is permitted and will be reimbursed at the maximum IRS rate, provided the travel has been authorized by the employee’s immediate supervisor and that the proper mileage claims have been submitted.
(3) Lodging.
(a) Lodging shall be provided for or reimbursed when supported by original receipts in the following manner:
1. Single occupancy will be provided at the actual cost.
2. Double occupancy will be provided at actual cost when both parties are eligible for reimbursement.
3. Double occupancy will be provided at the single occupancy rate when only one party is eligible for reimbursement, unless room is a one rate charge.
(b) Reimbursement for lodging costs shall include room costs, associated local taxes and necessary, business-related telephone charges. Any other charges made to the room are the responsibility of the Town Official.
(c) Room service will not be reimbursable.
(4) Meals.
(a) Meals will be reimbursed when supported by original receipts up to $100 per day, including gratuities. Such gratuities should be reasonable and should not exceed 20%.
(b) When separate checks are not available, a Town Official may claim reimbursement for other Town Officials up to the maximum amount provided for in division (B)(4)(a) multiplied by the number of Town Officials, provided that each Town Official is identified by name and that an original receipt is provided. Payment for meals for any individual will not be made to more than one individual.
(c) Guests meals are allowable, provided that the guest is present for Town business affairs or as permitted by the Town Council. The guest meal cost shall be included in the total daily expenditure for meals as provided in division (B)(4)(a).
(d) No reimbursement will be made for meals when already provided for in the registration fee.
(Ord. 774, passed 7-25-00)