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 with proper documentation and shall include any detailed conference agendas. The approval process policy of the Town for attendance at such business events, meetings, and functions will be followed, including specific approval authorization and claim docket processing arrangements for these affairs, which shall be made by a designated person using the Town credit card, or by billing the individual directly. All reimbursements must be requested and submitted and documented by original itemized receipts.
b. Transportation.
1. Travel by commercial airlines, rail service, bus, or rideshare will be provided for at the prevailing “coach” or “tourist” rate when authorized and supported by itemized receipts.
2. Taxi fare and/or the cost of other local rideshare services will be provided for or reimbursed when supported by original itemized receipts.
3. Parking fees and tolls will be reimbursed when supported by original itemized receipts.
4. The use of personal automobiles for Town Travel is permitted and will be reimbursed at the maximum IRS rate for personal automobile/vehicle use provided the travel has been authorized by the employee's immediate supervisor and the proper mileage claims have been submitted.
5. The use of personal automobiles for Town Travel is permitted and will be reimbursed at the maximum IRS rate for personal automobile/vehicle use provided the travel has been authorized by the employee's immediate supervisor and that the proper mileage claims have been submitted.
c. Lodging.
1. Lodging shall be provided for or reimbursed when supported by original itemized receipts in the following manner, and as approved at the direction of the Department Head:
A. Single occupancy will be provided at the actual cost.
B. Double occupancy will be provided at actual cost when both parties are eligible for reimbursement.
C. 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.
2. If using a personal credit card, reimbursement for lodging costs shall include room costs and associated local taxes. Any other charges made to the room are the responsibility of the Town Official.
3. Every Town Official is required to supply a current Sales Tax-Exempt Form (ST-105) to the lodging provider.
d. Meals.
1. Definitions
MEAL- any of the regular occasions in a day when a reasonably large amount of food is eaten such as breakfast, lunch, or dinner. Alcohol shall not be reimbursed.
GRATUITY - based on meal and non-alcoholic beverage subtotal only- tax not included.
2. Any Town Official that is on official Town business, and the business portion of the trip is longer than a ten (10) hour period, including travel time, shall be allowed up to Thirty Dollars ($30.00) per day for a meal, excluding gratuity [not to exceed twenty percent (20%)]. A Town Official shall be reimbursed for the meal if a) the Town Official uses a personal credit card; or b) the Town Official pays with cash. In both instances the Town Official is required to submit an original itemized receipt.
3. Any Town Official that is on official Town business, and the trip involves an overnight stay, shall be allowed up to Sixty Dollars ($60.00), per day, not including gratuity, for meals. Gratuities should be reasonable but shall not exceed twenty percent (20%). Meals purchased using a personal credit card or cash will be reimbursed when supported by an original itemized receipt.
4. When separate checks are not available and a Town Official pays for other Town Officials, the names of all attending the meal shall be written on the back of the receipt. Each eligible Town Official shall be allowed the amount indicated in 2. or 3. The Town Official shall be reimbursed for the meals if a) the Town Official uses a personal credit card; or b) the Town Official pays with cash. In both instances the Town Official is required to submit an original itemized receipt.
5. No reimbursement will be made for meals when already provided for in the registration fee.
(Ord. No. 1515, § 2, 3-14-01; Ord. No. 1995, § 3, 10-11-23)