(A) General. This policy sets forth the maximum amount of reimbursement allowable for travel expenses and does not create any contractual obligation on the part of the town to reimburse any employee for any particular item of expense.
(B) Spirit of the policy. All employees seeking reimbursement must strive to incur the lowest possible travel expense and must exercise care to avoid impropriety or the appearance of impropriety. Public funds must never be used for personal gain. This policy has been developed to simplify compliance.
(C) General policies.
(1) This policy applies to all claims for employee reimbursement from the town for business travel conducted on its behalf, which is not covered by state called meeting policy.
(2) No travel or subsistence allowance will be provided for trips for which the employee receives reimbursement for travel expenses from any other source.
(3) Only expenses which are reasonably necessary in order to conduct town business and which are incurred while in travel status shall be reimbursable. Where personal travel is combined with travel for town business, only expenses reasonable necessary for town business shall be reimbursable. An employee is in travel status during all of the time for which it is reasonably necessary to be away from the town to conduct business. Where an employee combines business travel with personal travel, the employee will not be considered to be in travel status during that portion of the trip, which is not reasonably necessary for the business portion of the trip.
(4) Expenses for non- employees who travel with the employee will not be reimbursed.
(5) Expenses for personal items and personal services will not be reimbursed.
(6) Fees or honoraria paid to an employee during travel status shall become the property of the town and turned over to the Clerk-Treasurer.
(7) Prior approval of all travel must be obtained from the employee’s supervisor.
(D) Verification of expense.
(1) Itemized provider receipts or credit card receipts must be attached to all accounts payable vouchers. If these are not available, the following may be substituted:
(a) Transportation: documentation from the provider or travel agent.
(b) Lodging: documentation from the provider or travel agent.
(c) Other: affidavit of missing receipt.
(2) If reimbursement is being claimed for conference or training expenses, a brochure, program, agenda or other documentation, which describes the event, must be attached to the accounts payable voucher.
(E) Reimbursement for meals.
(1) Meal(s) expense will not be reimbursed for business performed or events attended within a 25 mile radius of the town, except where included as part of a conference registration.
(2) An employee in travel status or attending a conference or training event will be reimbursed for meal(s) expenses not to exceed $35 (including tax and tip) per 24 hour period away from the town.
(3) The purchase of alcoholic beverages will not be reimbursed.
(4) If meal(s) are provided as part of a conference or training registration fee, no additional reimbursement will be paid for meals consumed off site except in the transit to and from the conference or training session.
(F) Reimbursement for lodging.
(1) Employees may claim lodging expense not exceeding the single room occupancy room charge, including taxes. The employee must obtain the lowest rate and inquire about government rates.
(2) Employees are encouraged to share lodging. In that instance, the employee who requests reimbursement for lodging shall note on the accounts payable voucher the name of the co-worker who shared the room.
(3) An employee may not claim reimbursement for lodging when lodging was provided by another person who is not in the business of providing lodging.
(4) Videotape and DVD rentals, pay television charges and other types of entertainment expenses are not reimbursable.
(5) Lodging expense is not reimbursable for any stay within 25 miles of the town.
(6) Employees may claim lodging expense for Saturdays, Sundays or holidays in order to reduce the total cost of travel. The savings must be documented and approved in advance by the Supervisor. Lodging may be claimed if the employee is using vacation, holiday or personal leave time.
(G) Reimbursement for transportation.
(1) Air, rail or bus travel cost may be reimbursed. Whichever form of travel the employee chooses, the employee shall attempt to obtain the least expensive rate for that form of travel and shall make transportation arrangements accordingly. The employee shall consult their supervisor prior to booking transportation. Evidence, which satisfies division (D), must be included with the accounts payable voucher.
(2) If a town-owned vehicle is available to the employee, it should be used instead of a personal vehicle.
(3) An employee using a personal vehicle shall be reimbursed at the prevailing state rate per mile. Employees are encouraged to share vehicle transportation when practical, with one person designated to receive the reimbursement. A mileage claim shall be submitted to the Clerk-Treasurer.
(4) An employee may be reimbursed for the cost of parking and tolls. Evidence, which satisfies division (D), must be included with the accounts payable voucher.
(5) Automobile rental expense may be reimbursed when it is efficient, cost effective and approved by the employee’s supervisor. The least expensive practical vehicle should be rented.
(6) An employee who chooses to drive rather than fly, must get the travel approved in advance by their supervisor. An employee may be in travel status for a maximum of two full driving days each way. Driving instead of flying will be approved only where the total costs of driving (including any reimbursed mileage, meal allowance and lodging en route) do not exceed the total costs of flying (including any reimbursed costs of getting to and from the airport, parking, meals not provided by the airline and airfare based on the rate available 14 days before the departure date.)
(7) The expense of local taxi, train or bus fare will be reimbursed when verified in accordance with division (D).
(H) Conference and training expense.
(1) An employee will be reimbursed for registration fees, travel, meals and lodging associated with attendance at a conference or training session which is directly related to the employee’s job assignment.
(2) The procedures and requirements for such reimbursement shall be the same as set forth in division (D).
(Ord. 05-04, passed 2-28-2005)