(A) Mileage. Mileage for use of a personal vehicle will be reimbursed at the Federal Standard Mileage Rate in effect at the time the travel expense was incurred. Attendees are encouraged to use a city-owned vehicle if available in lieu of receiving a mileage allowance. In addition; attendees are encouraged to carpool if more than one attendee is attending the same function, and mileage reimbursement will be allowable only to the attendee providing the personal vehicle.
(B) Registration fees. Registration fees may be paid in advance of the respective meeting or conference upon submission of a claim and proper documentation (i.e., registration form, agenda, meeting notice, etc.) to the Clerk-Treasurer. In most cases, registration fees are to be paid from budgeted funds, unless otherwise stipulated by the state agency or organization coordinating the conference. Certifications received after returning from city business should be submitted to the Clerk-Treasurer to be attached to the appropriate travel claim.
(C) Meal subsistence. Meal subsistence will be provided up to a maximum of $60 per day, except in the event of certain state statute which supersede this section. The attendee must submit actual itemized meal receipts after returning from city business to be entitled to reimbursement. Credit card receipts that are not itemized which show only the total meal amount are not acceptable. Gratuities or tips will be reimbursed at a rate not to exceed 15% of the meal costs. Also, the purchase of snacks and soft drinks between meals is not a reimbursable expense.
(D) Lodging. Lodging expenses will be allowed in an amount equal to the conference rate for lodging or, if no conference rate is applicable, then at a rate not to exceed the normal room rate at the conference facility or nearest accommodations. No lodging allowances will be paid by the city for attendance at meetings, training sessions or conferences that last only one day or less and that are 45 miles or less from City Hall. Most hotels will recognize and accept the sales tax exemption certificate in order that Tell City, as a governmental unit, does not pay sales tax. Upon an attendee's making hotel reservations, the attendee shall inquire as to the hotel's policy on accepting tax exempt certificates to save the city the expense of paying sales tax. The attendee shall submit a receipt to the Clerk-Treasurer's office from the hotel or other meeting place where such accommodation was provided.
(E) Parking fees. Attendees shall be entitled to reimbursement equal to the cost of the parking when required or necessary at the conference facility. The attendee shall submit parking receipts upon return from travel.
(F) Toll fees. Attendees shall be entitled to reimbursement equal to the cost of the toll fee when required to attend a conference. The attendee shall submit toll fee receipts either upon return from travel or when received in the mail.
(G) Long distance phone calls. Allowance will be provided only for long-distance calls made from the conference facility and/or hotel for the purpose of handling city business.
(H) Air travel. Allowance will be provided only if the cost of airline tickets and rental vehicles is less costly than the traditional means of travel, and/or in the event of air travel being advantageous due to time constraints and the urgency of the situation.
(I) Documentation of travel claims. All travel expenses, except mileage, for which attendees are requesting payment and/or reimbursement, must be submitted on a state-prescribed city claim form and supported by substantial documentation, including registration forms or meeting agendas giving the date, purpose, and registration fee amount. Actual itemized receipts are necessary for all other expenditures such as lodging, meals, and parking. Attendees must submit completed travel expense claims for all individual expenses within 30 days after travel. Travel expenses for which an attendee seeks reimbursement must have been budgeted by the City Council. Expenses not budgeted may not be reimbursed, except for state-called meetings in which the expenses are to be paid from funds not appropriated as dictated by state statute.
(J) Non-allowable travel charges. Certain travel expenses shall not be reimbursed by the city, and therefore, if incurred, shall be the responsibility of the attendee. Non-allowable travel charges include, but are not limited to:
(1) Out-of-state travel, unless prior approval is granted by the Board of Public Works and Safety;
(2) Hotel in-room charges, such as movies, bars, concessions, etc.;
(3) Personal entertainment or travel related thereto;
(4) Alcoholic beverages;
(5) Personal phone charges;
(6) Valet services, unless valet service is the only option available;
(7) In-city meal expenses prior to, or upon return from, travel;
(8) Snacks and drinks purchased between meals;
(9) Travel expenses for an accompanying spouse or non-city employee guest of the attendee;
(10) Traffic fines for parking, speeding, etc.; and
(11) Meals more than $60 per day.
(12) Travel expenses incurred that are not otherwise addressed within this section will be reviewed for approval at the discretion of the Board of Public Works.
(K) Specific state statutes relating to travel expenses. It is recognized that certain state statutes govern the amounts of allowable travel reimbursements, and such state statutes shall supersede this section. Such statutes include but are not limited to the following:
(1) I.C. 5-11-14, regarding the State Board of Accounts called conferences for all elected positions within the City of Tell City. All payments, except registration fees, shall be paid from the city general fund from funds not otherwise appropriated.
(L) Annual review of travel policy. This section may be reviewed annually by the Tell City Board of Public Works and Safety and Tell City Common Council with consideration being given to any changes in Indiana statute and the State of Indiana's then existing travel policy and procedures.
(M) Abuse of travel policy. Abuse of this travel policy ordinance, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
(Ord. 1205, passed 6-5-2023)