(A) Mileage allowance. All officers and employees who are authorized by the Town Council, Town Marshal, Clerk-Treasurer, or Town Manager to use a private automobile for town business shall be reimbursed for the mileage actually used on town business in accordance with this section.
(1) There shall be no advanced expense payments from the town. No officer or employee shall be reimbursed under division (A) above unless and until the officer or employee presents a written record, with entries made at the time of each trip, the record to include, at a minimum, the date of the trip, the purpose of the travel, the destination, the miles driven for town business, and the mileage on the odometer of the officer’s or employee’s vehicle at the start of the trip and the mileage shown immediately on the completion of the trip. The records shall be submitted on a form furnished by the Clerk-Treasurer.
(2) The rate paid per mile shall be based on a rate approved by the Town Council by separate resolution or action, and the rate may be a changing rate based on a measurable standard, such as the current mileage reimbursement rate being paid by the State of Indiana which is in place at the time of any such travel.
(B) Meal reimbursement. All officers and employees who are authorized by the Town Council, Town Marshal, Clerk-Treasurer, or Town Manager to travel to and/or attend an event, meeting, or conduct business on behalf of the town which takes the officer or employee outside of municipal limits to an extent or nature, based on the determination of the authorizing person (Town Council, Town Marshal, Clerk-Treasurer, or Town Manager), to warrant an allowance for meals, the town shall be reimbursed for meals in accordance with this section.
(1) The Clerk-Treasurer may allow an advance for meal allowances based on the allowable rate per meal as approved by the Town Council by separate resolution or action. In the event that an advance for meal allowances is provided, the officer or employee receiving the advance shall no later than two weeks from the date that the allowance is provided present a written record to the Clerk-Treasurer, the record to include, at a minimum, copies of the receipts from the establishments from which the meal expense(s) were incurred, reflecting a date(s) and location(s) consistent with the event, meeting, or business for the town, the purpose of the travel, and the destination. The records shall be submitted on a form furnished by the Clerk-Treasurer. The officer or employee shall be entitled to keep the amount of the actual meal expense(s) incurred and verified by receipt(s) or the amount of the advanced meal allowance, whichever is less. In the event that the actual meal expense(s) incurred and verified by receipt(s) is less than the advanced meal allowance, the officer or employee must return the difference to the Clerk-Treasurer no later than two weeks from the date that the allowance is provided, and in the event that the officer or employee fails to do so, the difference shall be deducted from the officer or employee’s next available check from the town payable to the officer or employee.
(2) The rate paid per meal shall be based on a rate approved by the Town Council by separate resolution or action.
(C) Toll road and parking expenses reimbursement.
(1) All officers and employees who are authorized by the Town Council, Town Marshal, Clerk-Treasurer, or Town Manager to travel to and/or attend an event, meeting, or conduct business on behalf of the town, shall be reimbursed for toll road expenses and parking fee expenses incurred in such activities based on the actual expense incurred.
(2) The Clerk-Treasurer may allow a reasonable amount in advance for such expenses, provided, however, no officer or employee shall be allowed to keep any advance expenses or be reimbursed under division (C) above for the expenses unless the officer or employee presents a written record to include, at a minimum, copies of receipt(s) for the toll road expenses and/or parking fee expenses, and the date(s) incurred, and the purpose of the travel or event. The records shall be submitted on a form furnished by the Clerk-Treasurer. In the event that an advance for the expenses is provided, the officer or employee receiving the advance shall no later than two weeks from the date that the allowance is provided present the aforementioned written record to the Clerk-Treasurer, and, in the event that the actual expenses incurred and verified by receipt(s) is less than the advanced allowance for the expenses, the officer or employee must return the difference to the Clerk-Treasurer no later than two weeks from the date that the allowance is provided. In the event that the officer or employee fails to do so, the difference shall be deducted from the officer or employee’s next available check from the town payable to the officer or employee.
(D) Lodging. All officers and employees who are authorized by the Town Council, Town Marshal, Clerk-Treasurer, or Town Manager to incur overnight lodging expenses shall work with the authorizing authority to make arrangements for the lodging facility to accept and use a purchase order, with the hotel billing issued after the stay is completed. In the event that the officer or employee works with the authorizing authority and the arrangements cannot be made, then the authorizing authority may grant the officer or employee permission to incur the expense for lodging to be reimbursed by the town, subject to the limitations set forth in this section.
(1) The Clerk-Treasurer may allow a reasonable amount in advance for lodging expenses, provided, however, no officer or employee shall be allowed to keep any advance expenses or be reimbursed under division (D) above for the expenses unless the officer or employee presents a written record to include, at a minimum, copies of the receipts from the place of lodging, reflecting a date(s) and location(s), and purpose of the lodging. The records shall be submitted on a form furnished by the Clerk-Treasurer. In the event that an advance for such expenses is provided, the officer or employee receiving the advance shall no later than two weeks from the date that the allowance is provided present the aforementioned written record to the Clerk-Treasurer, and, in the event that the actual expenses incurred and verified by receipt(s) is less than the advanced allowance for the expenses, the officer or employee must return the difference to the Clerk-Treasurer no later than two weeks from the date that the allowance is provided. In the event that the officer or employee fails to do so, the difference shall be deducted from the officer or employee’s next available check from the town payable to the officer or employee.
(2) The rates for reimbursement for lodging, if applicable, shall be based on a rate approved by the Town Council by separate resolution or action.
(E) Other expenses. No other expenses may be reimbursed to officers or employees unless the expenses are approved by the Town Council. In order to be considered for reimbursement for any expense other than those listed specifically above in divisions (A) through (D), the officer or employee shall submit a written record to the Town Council requesting the reimbursement, the record to include, at a minimum, copies of receipt(s) for purchase(s) or item(s) for which the officer or employee is seeking reimbursement, the date(s) incurred, and the purpose of the expense related to a town purpose. The records shall be submitted on a form furnished by the Clerk-Treasurer.
(Ord. 8-1992, passed - -1992; Am. Ord. 4-2008, passed 6-2-2008)