a. Actual costs of meals while on town business, including tips, are eligible for reimbursement up to per diem rate. The following are guidelines for meal reimbursement. It is expected that meals included in a registration fee will be used by the employee. Constraints such as time, dietary restrictions and/or other circumstances may preclude use of such prepaid meals. Therefore, in lieu of adding a 15% gratuity, the town will provide employees a per diem for all meals during such approved travel time.
1. Meal per diem policy. A per diem allowance may be given in lieu of actual costs (substantiated by receipts) to a traveler to cover meal expenses in connection with the performance of services for the town. The town will reimburse the lesser of actual or per diem.
2. Meal per diem procedure. Travelers who use per diem allowances are required to substantiate each meal expense. They must demonstrate that the trip occurred with a receipt such as an airline ticket or hotel receipts that indicate the dates of travel. For audit purposes, this documentation must be attached to the expense log and report copy and retained by the Finance Department for a period of three years.
b. The town pays a per diem rate for meal expenses as follows: per diem rate is provided for each meal unless the meal is provided. This amount is adjusted for partial day travel. Receipts required.
c. For partial day travel, the town pays a portion of per diem for meals eaten while on travel status at the rate of: $8 breakfast, $12 lunch and $20 dinner.
(Ord. 2018-03, passed 4-2-2018)