(A) Request to travel.
(1) The request to travel form shall be completed by all persons traveling at the expense of the town.
(2) Incidental or overnight travel.
(a) A request to travel form shall be completed by the employee for all travel. If overnight accommodations are required, the arrangements will be made through the Clerk-Treasurer's office.
(b) The department head prior to travel must approve a request for travel form. A copy will be provided to the Clerk-Treasurer. Permission for overnight travel must be authorized by the Clerk-Treasurer.
(B) Travel advances and payment.
(1) Travel advances and/or payment of registration, travel or lodging in advance may be requested at the traveling employee's discretion. Traveling advances should be limited to the greatest extent possible by paying as many fixed fees as possible in advance.
(2) Advance payment requests shall be noted on the request to travel form. Once the travel has been approved, an appropriate completed payment voucher should be submitted. A note should be attached to the payment voucher stating the date the advance is needed. The payment will then be processed in the accounts payable cycle immediately before the date needed.
(3) All costs of travel shall be estimated on the request to travel form, regardless of the form of payment. This includes: registration, transportation, lodging and meals, including those paid in advance.
(4) Use of advance arrangements including early registration discounts should be accomplished whenever possible.
(C) Arrangements for travel. All transportation arrangements that involve air, rail or rental autos shall be made through the Clerk-Treasurer's office, unless arrangements are made on an emergency basis. Lodging reservations may be arranged through the Clerk-Treasurer's office at the discretion of the employee. Employees should request whether governmental discounts are available for lodging and other services. Occasionally, reduced rate travel arrangements are offered in conjunction with a conference. Employees should use the conference arrangements if the price is lower than that offered by any other method.
(D) Transportation.
(1) Air travel. The town will reimburse the actual cost of the ticket for any scheduled air carrier. Payment or reimbursement for air travel shall be at the standard coach class rate as a maximum. Air reservation shall be made as early as feasible to obtain the greatest discount.
(2) Automobile rental. Automobile rental costs shall be reimbursed at the standard compact car rate when the automobile is used for official town business and approved in advance by the Clerk-Treasurer. Fuel for rental automobiles shall also be an expense eligible for reimbursement. Employees shall not select additional insurance coverage offered by automobile rental agencies since town insurance will cover the risks in question.
(3) Reimbursement for private vehicles. Private vehicles may be used for personal or group transportation on extended trips. Reimbursement shall be at the state approved rate. Mileage shall not exceed the cost of a refundable round trip air transportation (standard coach) for a reservation made at least seven days in advance of the trip. Proof of automobile insurance at the amounts specified by the town must be on file with the town.
(4) Taxi and other public transportation. Taxi, airport limousine, bus and mass transit fares shall be reimbursed when used for attendance at meetings or to accomplish official town business. Taxi fares for travel to dinner (or other purposes) will not be allowed, unless food is not available within walking distance of the hotel at which the employee is staying, or unless it is approved in advance by the Clerk-Treasurer.
(E) Meals.
(1) Any employee which is on official town business and the business portion of the trip is longer that an eight hour period may be reimbursed for the meals involved in the travel period.
(2) Permission for meal reimbursement shall be received from the Department Supervisor or the Clerk-Treasurer prior to the business function.
(3) Guidelines for reimbursement of meals including tips (not to exceed 20% of the bill) per person for business meetings are as follows:
Breakfast $10.00
Lunch $15.00
Dinner $25.00
(4) These guidelines may be exceeded if the charges are reasonable under the circumstances.
(5) Reimbursement for meals shall only be approved with the presentation of a valid receipt or other documentation.
(6) Meals that are purchased as part of a conference program or are otherwise provided for an employee shall be documented. Employees may not request reimbursement for such meals.
(F) Telephone calls.
(1) Telephone calls are eligible for reimbursement when used to accomplish official business. If an employee uses a personal calling card when telephoning, the actual phone bill must be submitted when claiming reimbursement.
(2) If you are staying overnight, one personal phone call will be reimbursed to let your family know you arrived.
(G) Non-reimbursable items.
(1) Certain items are not reimbursable with the use of town funds. These items include, but are not limited to the following:
(a) Fees for entertainment;
(b) Expenses associated with golf or other sporting or fitness activities;
(c) Fees for in-room motion pictures;
(d) Fees for concierge amenities;
(e) Expenses for snacks and/or alcoholic beverages;
(f) Expenses for laundry, barbering, valet service, personal phone calls, traffic violations or private auto repair;
(g) Expenses incurred by family members or guests who accompany a town official or employee;
(h) Expenses incurred as part of an election campaign;
(2) An employee may stay with a relative or friend while attending an out of town meeting or conference; however, the town will not reimburse for any payment to the friend or relative for lodging, meals or transportation.
(H) Reconciliation and reimbursement.
(1) Travel and meetings expense form. Within ten business days after the town official or employee returns from trip or event, a travel and meetings expense form must be filed with the Clerk Treasurer's office. If billings for expenses incurred have not been received in then days, the form with all expenses for which bills have been received to date shall be filed, noting that not all expenses are included, and a supplemental report shall be filed immediately upon receipt of bills beyond the ten day period. Original receipts for lodging and transportation (airline ticket), shall be attached as well as necessary receipts to support additional expenditures to be reimbursed for which an advanced payment was received.
(2) Employees owed money. If the employee is due money, a completed claim form should be attached to the travel and meeting expense form.
(3) Employee owes money. If the employee owes money, the employee should attach the amount due to the travel and meeting expense form.
(4) Clerk-Treasurer's office. If the Clerk-Treasurer's office has any questions about the approved travel and meeting expense form or any other documentation, they shall contact the employee immediately by telephone or return the form with a note of explanation so that the employee can make the appropriate corrections of provide the additional information.
(5) Final approval. After the form has been reviewed by the Clerk-Treasurer's office it shall be forwarded to the Department Supervisor for final approval. The Department Supervisor will return the form to the Clerk-Treasurer's office for payment.
(I) Fraud. Any employee who submits a request for permission to travel, or submits travel and meeting expense forms or supporting documentation for the purpose of defrauding the town, shall be subject to disciplinary action including written reprimand, suspension or dismissal.
(Res. 2005-3-2, passed 3-8-05)