The village shall only reimburse the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives and subject to the provisions listed:
A. Costs of public transportation for ground travel and taxi fares (only when there is no less expensive alternative). The maximum reimbursement shall be one hundred percent (100%) of the actual cost of the fare not to exceed twenty dollars ($20.00);
B. Mileage costs and required tolls for use of personal cars, only when less expensive transportation is not available. The maximum reimbursement shall be at the rate established by the most recent department of the treasurer, internal revenue service's bulletin. When two (2) or more officers or employees travel in the same private vehicle, reimbursements shall be made only to the owner of the vehicle;
C. Cost of conference hotel accommodations or standard accommodations in low to mid priced hotels, motels, or similar lodgings. The maximum reimbursement shall be at the current rates set forth by the U.S. general services administration. Specific dates of lodging must be listed and substantiated by an itemized receipt from a commercial lodging establishment. Only charges for room and tax will be reimbursed, up to the maximum reimbursable rate as is set forth herein. Tips for room service, other hotel services, and additional personal expenses will not be reimbursable. Employees or officials sharing a room with a nonvillage individual (including family members) are responsible for reporting and requiring reimbursement of lodging expenses at single occupancy rates;
D. Charges for telephone calls, fax, and similar services required for business purposes. The maximum reimbursement shall be one hundred percent (100%) of the cost of the business expense incurred;
E. If an overnight stay is required, a per diem reimbursement may be available. The maximum reimbursement shall be at the maximum per diem rates as published by the U.S. general services administration; and
F. Meal expenses for officers or employees may also be claimed if they are incurred for the purpose of advancing a village business relationship, are within the bounds of good taste and moderation. Reimbursement for meals shall be based on the actual cost of the meal plus a gratuity. A receipt listing the business purpose and those in attendance will be required for reimbursement of meal costs. (Ord. 16-17, 12-20-2016)