(A) Travel-related expenses.
(1) Authorization required. The employee or town official must complete a travel authorization form with all anticipated expenses set forth on that form and submit it with a copy of the registration for or other written material regarding the travel to the Town Council prior to the anticipated travel date.
(2) Expenses which shall be reimbursed or made on the P-card:
(a) Air, rail, or bus tickets at the lowest possible fare available;
(b) Rental car, bus, taxi, and airport limousine expenses, if such ground transportation is reasonable and necessary for the purpose of the trip;
(c) Normal travel gratuities, up to but not exceeding 18% of the total cost of the product and/or service;
(d) Use of privately owned vehicles at the current federally permissible mileage rate;
(e) Necessary parking and storage fees;
(f) Lodging at actual cost at single room rate (lowest cost);
(g) Meal expenses at actual cost per diem of $75; and
(h) All other expenses necessarily incurred directly related to purpose of travel, such as taxi fare, tolls, parking, registration, business related phone calls and the like, actual cost; in the event of an overnight stay while on business, the cost of the internet may be included with the room, if otherwise not included with room cost.
(3) Expenses which shall not be reimbursed:
(a) Personal entertainment;
(b) Fines for parking, speeding, etc.;
(c) Alcoholic beverage charges;
(d) Travel related to personal entertainment;
(e) Groceries;
(f) Items disallowed as stated under previous heading; and
(g) If employee or official elects to stay longer than was previously approved, and such extension is not business related, the employee or official will be required to pay all additional expenses arising from extended stay.
(B) Reimbursement procedures or placed on the P-card.
(1) Travel authorization. A travel request must be approved by the Town Council, or, if such measures are not practical due to time limitations, by the Town Manager or Clerk-Treasurer prior to the date of travel.
(2) Required documentation. Upon return, the employee must complete an expense report form for the travel related expenses and submit the form immediately to the Clerk-Treasurer's Office, together with the following items:
(a) A completed and signed claim form identifying the person to receive payment;
(b) A completed expense report form;
(c) Original credit card receipts and cash receipts certifying all purchases or expenses and an itemized accounting of same. Original credit card receipts must be accompanied by an original itemized receipt for the same purchase. The town reserves the right to withhold reimbursements for expenses for which the employee or official does not have appropriate receipts or documentation;
(d) An agenda from the meeting attended; and
(e) A map quest printout verifying the miles traveled if requesting mileage reimbursement.
(3) Payment of authorized expenses by town. The town shall reimburse all authorized expenses within three business days following the submission of acceptable receipts and other required documentation of allowable expenses.
(Ord. 2006-09, passed 5-8-2006; Am. Ord. 2007-20, passed 12-28-2007; Am. Ord. 2019-03, passed 9-17-2019)