(A) 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.
(B) An officer or employee must file all receipts on appropriate forms. The officer or employee must state origin and 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.
(C) If using a town credit card, claims and receipts must be turned into the Clerk-Treasurer within three days of the trip.
(D) 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 units boundaries on official business, officers and employees may also be reimbursed for lodging and meals. The claim for reimbursement of lodging should be supported by itemized receipts. All meal receipts must show itemization of purchase.
(F) According to IRS regulations, while traveling on business, unless employee has overnight accommodation, meals will be taxable.
(Res. 9-15-1, passed 9-14-2015)