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This policy instruction gives detailed information of the town’s travel policy, including the types of expenses and amounts allowable for reimbursement, substantiation required and procedures to be followed for the authorization and payment of travel expenses. This policy applies to all employees of the town.
(Ord. 2018-03, passed 4-2-2018)
For the purpose of this article, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
ACTUAL COST. Those costs which are supported by original documents such as cash register receipts, credit card receipts, hotel statement charges and other sufficient evidence of actual purchase provided by the party requesting reimbursement.
PER DIEM. A monitory allowance given to an employee of the town to cover the cost of meals while traveling on a valid business purpose on behalf of the town. As used within this policy, PER DIEM and MEAL PER DIEM are equivalent terms. The PER DIEM rate is a fixed daily rate.
(Ord. 2018-03, passed 4-2-2018)
a. All business travel, other than Mayor and/or Town Clerk, must receive prior approval of the Mayor and Town Clerk. All business travel for the Mayor must receive prior approval of the Mayor Pro Tem and Town Clerk. All business travel for the Town Clerk must receive prior approval of the Mayor and Mayor Pro Tem.
b. All travel should be planned in advance to take advantage of super-saver rates and hotel discounts if offered. Each department has a designated person to coordinate airline reservations with a travel agency. Department designees may make reservations, but should not purchase tickets prior to approval of the appropriate personnel listed in division a. above. Requisitions should be submitted in sufficient time to allow for approval and processing. Mode of travel will be that determined to be the safest and most cost-effective. Generally, travel that would take over four hours by automobile (approximately 250 miles) should be made by air. If a town vehicle is available, it should be used for shorter trips and/or those that will require a vehicle for business travel at the destination. If a personally owned vehicle is used for business travel, mileage will be reimbursed at the rate of $0.54 per mile and computed using the mileage as listed on a widely recognized mileage chart or documented odometer readings for the business portion of travel. Allowable mode of travel also includes a rental vehicle when it is demonstrated that this choice is either the most economical, the only available method, or provides some mutual benefit to both the town and the employee.
c. Under some circumstances where an employee travels during normal work hours (8:30 a.m. to 4:30 p.m.) Monday through Friday or during those hours on Saturday or Sunday or, travel time shall be considered hours worked.
(Ord. 2018-03, passed 4-2-2018)
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)
a. Travel Authorization form.
1. Complete the travel authorization form and attach back up.
2. Obtain signatures:
(a) Employee;
(b) Town Clerk;
(c) Mayor; and
(d) Mayor Pro Tem if travel is for Mayor or Town Clerk.
3. Form must be turned in to accounting five days prior to travel if an advance is requested.
b. Requisition procedures payable to employee.
1. Accounting needs the travel authorization form five days prior to departure date.
2. Travel advance check will be available three days before departure date.
3. Meal expense checks will be issued no earlier than three days prior to departure date.
(a) Payments to vendors for training related to a specific job should use account appropriated.
(b) Payments to vendors for seminars, conferences and the like should use account appropriated.
c. Reimbursement/advance process.
1. Per diem meal allowance payments will be processed. Expense report form after the trip.
2. Actual meal allowance payments will be processed on a properly completed expense report form after the trip with substantiation by individual receipts.
(Ord. 2018-03, passed 4-2-2018)
a. Will have the advanced amounts reported on their W-2 at the end of the year.
b. Independent contractors: any per diem payments made directly to independent contractor, members of visiting committees and interview candidates are reportable income and will be reported on Form 1099M. Those individuals who are both based in and perform their services in the town area are not eligible to receive per diem while performing such services within the town area.
(Ord. 2018-03, passed 4-2-2018)
Due to the long distance and high costs involved in out-of-state travel, it is town policy to pay for the least costly, appropriate mode of transportation. It is town policy never to reimburse a traveler more than the reasonable cost of travel. The amount cannot exceed the actual out-of-pocket expense incurred by the traveling employee.
a. Air travel.
1. Employees should make every effort to plan travel in advance to take advantage of discounts, if offered. Flight arrangements should be coordinated with town. If an employee obtains an airline ticket on their own, they will be reimbursed upon return from travel status. Receipts and documentation will be needed for all reimbursement. If the town’s credit card is used, the same documentation should be retained and signed off on by the Mayor and Town Clerk and attached to the credit card statement.
2. If changes in travel plans occur which are the result of town business requirements (e.g., delays in departure, cancellation, extended stays or revised itinerary), any associated costs will be paid by the town. All increases in cost of travel due to changes for personal convenience will be borne by the employee.
b. Car travel. If the traveler chooses to drive instead of fly (must be approved by appropriate department head), reimbursement will be made at the current mileage reimbursement rate of $0.54.
c. Rental cars. Should the need for a rental car arise, it must be specifically approved by the Mayor and Town Clerk (or Mayor Pro Tem as previously denoted). The size of the actual cost of renting provided that the proper documentation is attached to the expense reimbursement form. The rental agreement and receipt received at turn in of the vehicle will be required documentation for reimbursement. Employees must obtain both liability and collision/comprehensive coverage provided by the rental agency.
d. Town vehicle. Officers and employees may use an assigned vehicle or available pool cars while on town business. Employees using a town owned vehicle for out-of-town travel shall secure a town gas credit card for purchase of gasoline. Personnel should use the town gas credit card, when feasible, in lieu of charging for travel.
(Ord. 2018-03, passed 4-2-2018)
a. Laundry. Actual costs of laundry are allowable expenses when employees are required to be away from the town for more than six days at one time or the conditions under which they are required to work while away from the town create a more than normal need for such services.
b. Telephone, internet and fax. Charges for telephone and fax are eligible for reimbursement if town business requires such communication. Employees are allowed one personal phone call per day not to exceed ten minutes while they are traveling overnight for business purposes. Long distance calls submitted by the employee for reimbursement must be itemized on expense reports, showing the location and/or person called and the purpose of the call. Hotel access charges for all telephone calls are reimbursable.
c. Valet service, parking, tolls, maid service and bell hop. Reasonable gratuities paid for valet service, tolls parking, maid service, bell hop or baggage handling or necessary physical assistance are considered payments for service and are reimbursable expenses. Gratuities for these services are to be reflected in the “other expense” column of the voucher. Receipts must support any tolls and parking charges. Other gratuities are not required to be supported by receipts, but should be reasonable and customary.
d. Hotel/lodging.
1. Actual costs of hotel or motel accommodations will be reimbursed, if a family member or guest accompanies the employee, the employee shall submit and be reimbursed only the amount of a single rate accommodation. Such single accommodation rate must be noted on the hotel/motel bill submitted. Employees should use mid-priced hotels unless they are attending a meeting/conference that is being held at a hotel, in which case, lodging will be authorized at that location. A check should be requested in advance to pay for the hotel.
2. When making a hotel reservation in advance, the employee or person making the arrangements should contact the Town Clerk regarding the use of the town’s credit card.
(Ord. 2018-03, passed 4-2-2018)
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