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)