(A) Officials of the town, as herein defined, are hereby authorized and directed to attend meetings and conferences for purposes of town business, if authorized as herein required.
(B) For the purpose of this section, the following definition shall apply unless the context clearly indicates or requires a different meaning.
OFFICIAL.
(a) Any person elected to a public office of the town and qualified to serve in the office;
(b) Any employee of the town; and
(c) Any person elected to public office in the town during the period between the date of his or her election and the date that he or she shall take office.
(C) This section shall apply only to those meetings and educational presentations at which the attendance of the official is required or highly beneficial to the business of the town and which receives the prior approval of the Town Council, and duly entered into the minutes thereof.
(D) An officer or employee may be reimbursed for mileage at the federal government mileage rate for the use of privately owned automobiles for official business. However, such reimbursement may be made only if the employee carries motor vehicle liability insurance as required by law, and demonstrates proof thereof.
(1) An officer or employee must file all receipts on appropriate forms. The officer or employee must state the origin and the destination of each trip in sufficient detail to account for the mileage claimed. No reimbursements are payable for travel between home and office. Travel expense reports, which include travel expenses incurred more than 30 days before the voucher date, must be accompanied by a letter of explanation detailing the reason for the delay.
(2) If using a town credit card, claims and receipts must be turned into the Clerk-Treasurer within three days of the trip.
(3) Personal expenses incurred in traveling are not reimbursable, including but not limited to, personal telephone calls, laundry, entertainment, and alcoholic beverages.
(E) When traveling outside the local unit’s boundaries on official business, officers and employees may also be reimbursed for lodging and meals.
(1) The claim for reimbursement of lodging should be supported by itemized receipts.
(2) All meal receipts must show itemization of purchase.
(3) According to IRS regulations, while traveling on business, unless employee has overnight accommodation, meals will be taxable.
(1982 Code, § 4-8) (Am. Res. 08-12-2015, passed 8-12-2015)
Cross-reference:
Credit cards and procurement cards, see § 33.70