(A) The town may reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location.
(B) Expenses that may generally be reimbursed include the following:
(1) Mileage costs for use of personal cars, only when less expensive transportation is not available and payable at the state mileage rate as set by the state;
(2) Actual costs incurred for parking on any day when an employee is entitled to claim reimbursement for mileage;
(3) Cost of reasonable accommodations in low to mid-priced hotels or similar lodgings. Single occupancy will be reimbursed at the actual cost;
(4) Reasonable cost of meals, no more lavish than would be eaten at the employee’s own expense. Alcoholic beverages are not reimbursable expenses;
(5) Tips not exceeding 20% of the total cost of a meal or 20% of the ground transportation fare (e.g., taxi, Uber and Lyft);
(6) Charges for telephone calls, fax and similar services required for business purposes; and
(7) Personal expenses incurred in traveling to include: personal telephone calls, laundry, personal entertainment, in-room movies and room service meals, are not reimbursable.
(C) When travel is completed, claim forms for reimbursement must be turned in to the Clerk-Treasurer’s office with original, itemized receipts within seven days of the trip or event. Employees must state the origin and destination of each trip in sufficient detail to account for the mileage claimed. The Clerk-Treasurer will review and sign all expense reports before submission for payment.
(D) Employee business travel expenses will be deducted from the appropriate budget lines.
(E) Refer to the town employee handbook for additional information on business travel expenses.
(Ord. 2023-12-2, passed 12-28-2023)