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)