(A) The town will reimburse its employees for their necessary travel expenses only when such travel has prior approval by the town.
(B) The town will only approve travel that is covered by sufficient travel budget, and in the course of an employee’s employment or intended to better equip the employee to perform his or her duties.
(C) Employees shall be reimbursed for their travel expenses according to the following:
Costs | Reimbursement |
Employee auto mileage | The rate allowed by the state |
Travel by air | Actual cost (lowest cost) |
Lodging | Actual cost at single room rate (lowest cost) |
Meals | Actual cost up to amount allowed per day by the state at the time of occurrence |
All other expenses necessarily incurred directly related to the purpose of travel, such as taxi fare, tolls, parking, registration, business phone calls and the like | Actual cost |
(D) For items reimbursed at actual cost in division (C) above, town approval, valid receipts and a copy of the seminar or event brochure shall be provided to justify the payment request.
(E) Travel advances will not be provided by the town to employees. Travel agents, airlines or lodges may be paid directly, however, through normal and proper claim payment procedures.
(F) Local business meetings are subject to the following provisions.
(1) The town shall reimburse an employee or pay an agency directly through normal claim payment procedures for local business meetings where meals are served only after prior approval by the town.
(2) The town will only approve such an expenditure when:
(a) There is sufficient budget avail- able;
(b) The subject of the meeting applies directly to an employee’s job or will better an employee’s skill in his or her position; and
(c) The reimbursement shall be for actual cost for the meeting with town approval and a copy of the meeting brochure attached to the claim form.
(G) When two or more employees or Council members attend the same function, they will travel in the same vehicle (mileage only) and lodge in the same room, where possible. Otherwise the reimbursements allowed by this section will be divided by the number of employees or Council members involved.