The following policies shall be used in providing or reimbursing the Clerk-Treasurer, appointed officials and employees for travel accommodations when travel has been authorized and budgeted.
(A) Registration fees. The cost of registration or similar fees for conferences, seminars and other similar meetings or functions related to town affairs will be provided for or reimbursed when supported by original receipts.
(B) Transportation. Travel by commercial airlines, rail service, bus, or similar common carrier mode will be provided for at the prevailing "coach" or "tourist" rate when authorized and supported by original receipts. Taxi fare and/or the cost of other local (public) conveyance will be provided for or reimbursed when supported by original receipts. Parking fees (not parking violations) and tolls will be reimbursed when supported by original receipts. When a personal vehicle is used, reimbursement for mileage will be at the federal government rate per mile at the time. Mileage shall be determined from the Monon Town Hall or employee's residence, whichever is the shortest distance.
(C) Lodging. Lodging shall be provided for or reimbursed when supported by original receipts in the following manner:
(1) Single occupancy will be provided at actual cost.
(2) Double occupancy will be provided at actual cost when both parties are eligible for reimbursement.
(3) Double occupancy will be provided at the single occupancy rate when only one party is eligible for reimbursement unless room is a one-rate charge.
(4) Reimbursement for lodging costs shall include room costs, associated local taxes and necessary, business-related telephone charges. Any other charges made to the room are the responsibility of the employee. Room service will not be reimbursable.
(5) Overnight accommodation is not allowed for one day meetings, conferences, and/or conventions within 60 miles of Monon, Indiana, unless authorized by the Town Council.
(D) Meals.
(1) Meals will be reimbursed when supported by original receipts up to $30 per meal, including gratuities. Such gratuity should be reasonable and should not exceed 20%. Total meal reimbursements shall not exceed more than $60 per day.
(2) Meal expenses are not allowed for meals during normal duty hours for routine employee's duties requiring travel.
(3) When separate checks are not available, an employee may claim reimbursement for other employees up to the maximum amount provided for in the preceding section multiplied by the number of employees, provided that each employee is identified by name and that an original receipt is provided. Payment for meals will be made to only to the employee who submits receipt/claim.
(4) No reimbursement will be made for meals already provided for in a registration fee.
(5) No reimbursement will be made for alcoholic beverages.
(Ord. 2022-13, passed 12-21-2022)