§ 34.22  TRAVEL AND EXPENSE REIMBURSEMENT.
   (A)   State-called meetings. Use of town funds for expenses arising from attendance at state-called meetings shall be made in accordance with Indiana Code to the extent Indiana Code conflicts with this section.
   (B)   Transportation.
      (1)   Mileage, parking, and tolls.
         (a)   When a personal vehicle is used for Town business travel purposes, town funds may be expended for mileage at the rate established by the Internal Revenue Service.
         (b)   Town funds may be used for parking and toll fees incurred during the performance of town business.
         (c)   Town funds may be used for valet parking only if valet parking is less costly, more efficient, and/or safer than other alternatives.
      (2)   Air travel.
         (a)   Town funds may be used for the least expensive class of airline ticket available for travel that has been pre-approved by the Town Council in accordance with division (E) of this section.
         (b)   Town funds may be used to deliver an Elected Official, Department Head, or employee to the airport.
      (3)   Vehicle rental.
         (a)   Town funds may be used for vehicle rental expenses, including collision and or liability damage waiver insurance, when suitable local public transportation is not available.
         (b)   Town funds may not be used for rental expenses accumulated for personal travel.
      (4)   Exceptions.
         (a)   Employees with unusual circumstances or who are requesting exceptions to this section shall request approval from their Elected Official or Department Head.
         (b)   Elected Officials and Department Heads with unusual circumstances or who are requesting exceptions to this Section shall request approval from the Town Council at least 60 calendar days prior to the date of intended departure.
   (C)   Meal allowance.
      (1)   Expenditures of town funds for meals during business travel are limited to $35 per day (including tax and gratuities).
      (2)   Meal allowances for out-of-state travel may be subject to review per division (E).
      (3)   Town funds shall not be used for meals when business travel is within Johnson County, subject to Indiana Code provisions regarding state-called meetings.
      (4)   The following limitations apply to the daily meal allowance:
         (a)   Town funds up to 25% of the daily meal allowance may be used for breakfast.
         (b)   Town funds up to 25% of the daily meal allowance may be used for lunch.
         (c)   Town funds up to 50% of the daily meal allowance may be used for dinner, in conjunction with an overnight stay or when the event exceeds 7.5 hours.
         (d)   When meals are provided through the Event, use of Town funds for those provided meals is prohibited.
      (5)   Exceptions.
         (a)   Employees with unusual circumstances or who are requesting exceptions to this section shall request approval from their Elected Official or Department Head.
         (b)   Elected Officials and Department Heads with unusual circumstances or who are requesting exceptions to this section shall request approval from the Town Council at least 60 calendar days prior to the date of intended departure.
   (D)   Lodging.
      (1)   Use of town funds for lodging up to $100 plus tax per night is permitted for events occurring more than 50 miles from the Elected Official, Department Head, or employee’s primary place of town employment.
      (2)   Town funds shall not be used for upgrades in lodging.
      (3)   If accommodations are shared by people from different budgetary departments, separate hotel bills must be obtained or an explanation for the division of the expense must be provided.
      (4)   If accommodations are shared by persons not employed by the town:
         (a)   A separate bill need not be issued if the expense of lodging is being shared with another person.
         (b)   Town funds may be used to pay that portion of the hotel bill equal to the total cost divided by the number of occupants, or the single occupancy room rate may be claimed.
         (c)   In all cases, the Elected Official, Department Head, or employee shall request the hotel staff to record the payments and/or single occupancy room rate on the hotel bill.
      (5)   Prior approval required for all lodging.
         (a)   Employees shall request approval for any overnight stay from their Elected Official or Department Head.
         (b)   Elected Officials and Department Heads shall request approval from the Town Council for any overnight stay at least 60 calendar days prior to the date of intended departure.
      (6)   Exceptions. Elected Officials, Department Heads, and employees with unusual circumstances or who are requesting exceptions to this section shall request approval from the Town Council at least 60 calendar days prior to the date of intended departure.
   (E)   Out-of-state travel.
      (1)   All out-of-state travel requires prior approval from the Town Council.
      (2)   The following information, when available, will be helpful to the Town Council when determining whether to approve out-of-state travel:
         (a)   Travel dates;
         (b)   Agenda; and
         (c)   Estimated expenses. (This list is not exhaustive.)
      (3)   Approval will not be given if equivalent training and educational opportunities are available within the State of Indiana.
   (F)   Use of benefit time in conjunction with business travel.
      (1)   While the primary purpose of travel must be town business, approval may be granted to make a trip wherein personal/vacation time and business travel are merged.
      (2)   If the travel costs increase due to the personal/vacation time, then the Elected Official, Department Head, or employee is responsible for payment of any additional expenses charged.
      (3)   If personal/vacation leave is combined with any business trip, town funds may not be used for the lodging for the extra days of travel time.
   (G)   Recordkeeping and claim submission.
      (1)   All employees must obtain advance authorization from their Elected Official or Department Head before planning or embarking on business travel.
      (2)   It shall be the duty of the Elected Official or Department Head to monitor their department’s compliance with this ordinance in all areas, including proper documentation as herein required.
      (3)   In order for expenses incurred for event travel to be paid with Town funds, the following must be submitted:
         (a)   A completed claim explanation/reimbursement form approved by the Town Council for this purpose;
         (b)   Original, unaltered, itemized receipts documenting all expenses;
         (c)   Proof of attendance in the form of conference agenda or certificate of completion;
         (d)   Documentation reflecting the distance of the event from the primary place of employment if requesting reimbursement for lodging under division (D) of this section; and
         (e)   A completed mileage claim form, if requesting reimbursement for mileage under division (B) of this section.
   (H)   Recovery of expenses erroneously paid. The town may recover any expense or allowance paid to any Elected Official, Department Head, employee, or entity, that was paid due to error, illegality, or fraud, within a reasonable time after its discovery or within the applicable statute of limitations or relevant Indiana Code.
   (I)   Annual review. This policy shall be reviewed annually by the Trafalgar Town Council with due consideration given to the State of Indiana’s then-existing travel policies and procedures.
(Ord. 2015-011, passed  - - )