(A) Purpose. The village will reimburse employee and officer travel, meal and lodging expenses incurred in connection with approved travel, meal and lodging expenses incurred on behalf of the village. Employees and officers are expected to exercise the same care in incurring expenses for official business as a prudent person would in spending personal funds.
(B) Definitions. For the purpose of this section, the following definitions shall apply unless the context clearly indicates or requires a different meaning.
ENTERTAINMENT. Includes, but is not limited to, shows, amusements, theaters, circuses, sporting events or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.
MAXIMUM ALLOWABLE REIMBURSEMENT. The maximum amount that may be reimbursed for travel, meal and lodging expenses, which is set at $2,500 per travel event.
TRAVEL. Any expenditure directly incident to official travel by employees and officers of the village involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
(C) Authorized types of official business. Travel, meal and lodging expenses will be reimbursed for employees and officers of the village only for purposes of official business conducted on behalf of the village. These include but are not limited to off-site or out-of-town meetings related to official business and approved seminars, conferences and other educational events related to the employee’s or officer’s official duties. If you are unsure whether an expense is reimbursable, please contact the Mayor.
(D) Categories of expenses.
(1) Airfare. Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Travelers are encouraged to book flights at least 30 days in advance to avoid premium airfare pricing. Only coach or economy tickets will be paid or reimbursed. The traveler will pay for the difference between higher priced tickets and coach or economy tickets with his or her personal funds.
(2) Personal automobiles. Mileage reimbursement will be based on mileage from the work location office to the off-site location of the official business, not from the employee’s or officer’s residence. When attending a training event or other off-site official business directly from an employee’s or officer’s residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace. If the distance is higher than the employee’s or officer’s normal commute, reimbursement will be paid based on the differential of the commute less the mileage of a normal commute to the workplace. An employee or officer will be reimbursed at the prevailing IRS mileage rate. The traveler will only be reimbursed up to the price of a coach airfare ticket if they drive to a location for which airfare would have been less expensive.
(3) Automobile rentals. Travelers will be reimbursed for the cost of renting an automobile including gasoline expense only as provided in this section. Travelers using rental cars to conduct official business are required to purchase insurance through the rental agency. Car rental insurance will cover the vehicle during personal use, e.g., using the vehicle after the conference has ended. Compact or mid- size cars are required for two or fewer employees or officers traveling together and a full-size vehicle may be used for three or more travelers. The traveler must refuel the vehicle before returning it to the rental company.
(4) Public transportation. In the case of local training or official business where an employee or officer chooses to use public transportation, reimbursement for use of public transportation is based on mileage from the agency office to the training site (not from the traveler’s residence), regardless of the transportation method chosen. When attending training or business directly from an employee’s or officer’s residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace. If the distance is higher than the traveler’s normal commute, reimbursement will paid at the differential of the commute less the mileage of a normal commute to the workplace.
(5) Other transportation. The traveler should utilize hotel shuttle service or other shuttle services, if available. If none are offered, the use of the most economic transportation is encouraged.
(6) Hotel/motel accommodations. The traveler will be reimbursed for a standard single-room at locations convenient to the business activity. In the event of a change in plans or a cancellation, the traveler must cancel the hotel/motel reservation so as not to incur cancellation charges. Cancellation charges will not be reimbursed by the village unless approved by a vote of the Board of Trustees of the village.
(7) Meals. Meal reimbursement is limited to the current U.S. General Services Administration (GSA) regulations in place at the time the expense is occurred. Prior approval by the Board of Trustees of the village and submission of receipts are required for per diem allowances. Meals provided by the conference or seminar should be deducted from the per diem allowance. Partial reimbursement may be made for departure and return days based on time. Meals during in-state travel that is not an overnight stay will be reimbursed for actual cost not to exceed the GSA regulations.
(8) Vacation in conjunction with business travel. In cases where vacation time is added to a business trip, any cost variance in airfare, car rental, lodging and/or any other expenses must be clearly identified on the Travel, Meal and Lodging Expense Report Form and paid by the traveler.
(9) Accompanied travel. When a traveler is accompanied by others not on official business, any lodging, transportation, meals or other expenses above those incurred for the authorized traveler will not be reimbursed by the village.
(10) Parking. Parking fees at a hotel/motel, conference center or other site will be reimbursed only with a receipt.
(11) Entertainment expenses. No employee or officer of the village shall be reimbursed for any entertainment expense, unless ancillary to the purpose of the program, event or other official business.
(E) Approval of expenses.
(1) Expenses for members of the Village Board of Trustees. All travel, meal and lodging expenses incurred by any member of the Board of Trustees of the village must be approved by roll call vote at an open meeting of the Board of Trustees.
(2) Expenses for officials or employees other than members of the Board of Trustees. Travel, meal, and lodging expenses incurred by any official or employee not covered by division (E)(1) above (member of the Board of Trustees) that is in excess of the maximum allowable reimbursement, as defined in division (B) above, must be approved by roll call vote at an open meeting of the Board of Trustees.
(3) Advanced expenses. Travel, meal and lodging expenses advanced as a per diem to any employee or official of the village must be approved by roll call vote at an open meeting of the Board of Trustees prior to payment. Documentation of expenses must be provided in accordance with divisions (C), (D) and (F) of this policy, and any excess from the per diem must be repaid.
(4) Other expenses. All other expenses that do not fall within divisions (E)(1), (E)(2) o (E)(3) above are subject to the Mayor’s approval.
(F) Documentation of expenses.
(1) Before an expense for travel, meals or lodging may be approved under division (E) above, the following minimum documentation must first be submitted, in writing, to the Mayor on a Travel, Meal, and Lodging Expense Form:
(a) An estimate of the cost of travel, meals or lodging if expenses have not yet been incurred or a receipt of the cost of the travel, meals or lodging if the expenses have already been incurred;
(b) The name of the individual who received or is requesting the travel, meal or lodging expense;
(c) The job title or office of the individual who received or is requesting the travel, meal or lodging expense; and
(d) The date or dates and nature of the official business for which the travel, meal or lodging expense was or will be expended.
(2) All documents and information submitted in connection with this policy are public records subject to disclosure under the Freedom of Information Act.
(G) Travel, Meal, and Lodging Expense Report Form. The village hereby adopts as its official standardized form for the submission of travel, meal, and lodging expenses the Travel, Meal, and Lodging Expense Report form attached to the ordinance codified herein and incorporated herein.
Village of Wapella
Travel, Meal and Lodging Expense
Reimbursement Form
Name of Official or Employee: ___________________________________________________________
Title/Position of Official or Employees: ___________________________________________________
Name and Date of the Activity/Event: _____________________________________________________
Check Number (if applicable): ____________________________________________________________
Credit Card Receipt Number (if applicable): ________________________________________________
Description of the purpose of the expense:
______________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
______________________________________________
Reimbursement Expense (estimated costs for pre-approval, or actual costs to be reimbursed, with receipts, if applicable):
Mileage: ____________________________________________
Meals: ______________________________________________________________________________
Parking: ______________________________________________
Hotel/Lodging: ______________________________________________
Car rental: ______________________________________________
Airfare: ______________________________________________
Other Transportation (bus, train, taxi, car share, shuttle, etc.): __________________________________
Total Reimbursement Expense for the Travel Event: ___________________________
Employee’s/Officer’s Signature: ______________________________________________
Date: _______________________________
Mayor’s Authorization: ______________________________________________
Date: _______________________________
ATTACH ALL RECEIPTS
(Ord. passed - -)