(A) Travel-related expenses.
(1) Authorization required. The employee must submit a copy of the registration form or other written material regarding the travel and anticipated expenses.
(2) Expenses which may be reimbursed.
(a) Air, rail, bus, taxi and airport limousine expenses, if such ground transportation is reasonable and necessary for the purpose of the trip;
(b) Normal travel gratuities, up to but not exceeding 15% of the total cost of the product and/or service;
(c) Use of privately owned vehicles at the current federally permissible mileage rate;
(d) Necessary parking and storage fees;
(e) Lodging at actual cost at single room rate (lowest cost);
(f) Meal expenses at actual cost up to $25 per day or the then-current amount allowed per day by the state;
(g) All other expenses necessarily incurred directly related to the purpose of travel, such as taxi fare, tolls, parking, registration, business phone calls and the like, at actual cost; in the event of an overnight stay while on town business, personal telephone call will be reimbursed up to the sum of $5 per night;
(h) Expenses which shall not be reimbursed:
1. Personal entertainment;
2. Fines for parking, speeding and the like;
3. Alcoholic beverages;
4. Travel related to personal entertainment;
5. Groceries; and
6. Items disallowed as stated under precious headings.
(i) If an employee elects to stay longer than was previously approved, and such extension is not business related, the employee will be required to pay all additional expenses arising from the extended stay; and
(j) An employee of the town while on town-related business out of town will be paid for the actual hours expended on town related business up to and not to exceed eight hours per day, whether or not the employee remains out of town or overnight.
(B) Reimbursement procedures.
(1) Required documentation.
(a) Upon return, an employee must submit the original credit card receipt and cash receipt.; and
(b) A completed and signed claim form identifying the person to receive payment.
(2) Payment of authorized expenses by town. The town shall reimburse all authorized expenses within three business days following submission of acceptable receipts or other required documentation of allowable expenses.
(Ord. 05-227, passed 12-27-2005)