(A) (1) The mileage and travel reimbursement of the officers and employees of the town shall be fixed at the rate set by the state.
(2) The current state rate is set at $0.40 per business mile driven. Said rate is reviewed quarterly and adjusted appropriately. The town’s fixed rate will fluctuate as changes are made to the state set rate.
(B) The reimbursement of the officers and employees of the town shall be fixed as set out in the computation of meal allowance for over night travel.
Computation of Meal Allowance for Over Night Travel
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Computation of Meal Allowance for Over Night Travel
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Subsistence Allowance Rate | ||
The subsistence allowance daily rates are to be claimed as follows: | ||
In-State | Out-of-State | |
Departure before 12:00 p.m. | $26 | $32 |
Departure between 12:00 p.m. and 4:30 p.m. | $13 | $16 |
Departure after 4:30 p.m. | None | None |
Return before 12:00 p.m. but after 7:30 a.m.* | $13 | $16 |
Return after 12:00 p.m. | $26 | $32 |
* No subsistence is paid for travel segments that are less than 7-1/2 hours | ||
Proof of Lodging | ||
An original paid lodging bill is required to claim subsistence for over night travel. | ||
Elimination of Same Day Per Diem | ||
Subsistence may not be claimed for same day travel. Over night travel must be involved in order to claim subsistence. | ||
Meals Provided | ||
If a meal is provided, no subsistence shall be claimed for that meal and is to be deducted as follows: | ||
In-State | Out-of-State | |
Breakfast | $6.50 | $8 |
Lunch | $6.50 | $8 |
Dinner | $13 | $16 |
The town shall not pay for a person’s meal more than once. This includes, but is not limited to, meals included in registration fees or by hotels in the room charge. If a person in travel status received a meal without charge, then the subsistence allowance must be reduced. However, no deductions from subsistence shall be taken for continental breakfasts or meals served on airplanes. | ||
(C) Each officer or employee seeking reimbursement shall complete the Georgetown Reimbursement Report and submit said report with all documentation to support said report, including receipts.
(D) An officer or employee shall not be reimbursed for meals the day prior to or the ending day of the training class or conference that is less than 150 miles from the municipality.
(E) This section in no way relieves any officer or employee of getting prior approval of the Town Council to engage in travel or use of his or her personal vehicle which will result in a request for reimbursement.
(Ord. G-16-03, passed 2-16-2016)