(A) Air travel.
(1) Air travel must be purchased using the PCard wherever possible. Allowable reimbursement only includes the actual cost for the least expensive logical fare via the most direct route, or reasonable alternative route if it results in a lower fare.
(2) In order to receive reimbursement, the traveler must submit the original, detailed invoice from the airline or booking service. Refundable or unused airline tickets shall be returned immediately to the ticket issuer for proper credit or refund.
(3) If changes in travel plans are approved by officials, any increase in the cost of airfare will be reimbursable. Increased costs resulting from traveler negligence will be considered a personal expense of the traveler and will not be reimbursed.
(4) Deliberately causing increased costs or delays to obtain personal benefits is prohibited. In addition, conversion of airline tickets for personal benefit, such as downgrading tickets, returning unused tickets for cash, credit, or personal airline tickets, or any other similar action is prohibited. Any credits, rebates or refunds resulting from these actions must be returned to the town.
(B) Ground transportation.
(1) As approved, the traveler may use a town-owned, privately-owned, or a commercial rental vehicle for ground transportation. It is preferred that a town owned vehicle be used wherever possible.
(2) The traveler must possess a valid operator’s license if operating a vehicle. The traveler is personally responsible for any fines or penalties resulting from citations, charges, or warrants attributable to operator negligence. Such fines or penalties shall not be reimbursed.
(3) In cases where traveler chooses to drive rather than fly while on business, reimbursement will be based on actual in transit expenses (mileage, hotels, parking, meals, and the like), not to exceed the lowest available commercial airfare, plus local transportation and parking (where required) to and from the airport.
(C) Privately-owned vehicles.
(1) Reimbursement will be made at the prevailing rate per mile established by the IRS. Miles reimbursed must exclude daily commuting mileage, and are for miles traveled using the shortest practical route to the point of arrival at the traveler’s destination. This rate is intended to cover all operating costs of the vehicle (including fuel, maintenance, depreciation, insurance, and the like) and no additional reimbursement will be made.
(2) Receipts are not required for mileage reimbursement when using a privately-owned vehicle, however, a log or GPS/map service generated mileage total must be submitted with the expense report to verify mileage.
(D) Commercial rental vehicles.
(1) A commercial rental vehicle should only be used when a temporary need arises, a town vehicle is unavailable, and the cost will be less than the reimbursement associated with a privately-owned vehicle. Only the employee renting the vehicle is allowed to operate the vehicle.
(2) The purchasing card is the only acceptable method of payment when renting a vehicle. Reimbursement is allowed only with prior appropriate approval.
(3) The purchasing card provides collision damage insurance at no cost for rentals up to 31 days.
(4) (a) The purchasing card does not cover the rental of trucks, campers, off-road vehicles, trailers, motorized bikes, motorcycles and motorized scooters, antique cars, high value, special interest and exotic cars, or vans that seat more than eight occupants.
(b) No other insurance or insurance like product is reimbursable for rentals used in the United States, unless required by law. Full coverage insurance is a reimbursable expense for any approved rental vehicle used outside the United States.
(5) Receipts or documentation are required for reimbursement of car rental and mileage charges or fees. Reimbursement may be made for actual fuel costs, with receipt. Receipts must be attached to expense report. Travelers must return rental cars with full tank of fuel. Refueling costs will not be reimbursed if you are charged refueling charges by the car rental agency.
(E) Rail service.
(1) Travelers are expected to make advanced bookings for rail service and use the least expensive logical fare via the most direct route or other reasonable route that results in a lower fare.
(2) Receipts and documentation are required for reimbursement of rail service expenses.
(F) Miscellaneous ground transportation.
(1) When courtesy transportation is provided by a hotel, motel, or other service facility, the traveler is encouraged to use such service.
(2) Travelers may be reimbursed for taxi, bus, and other forms of public transportation. Receipts are required for amounts totaling more than $20 per transaction. All effort should be made to use a PCard for all transactions. In all cases of PCard use, a receipt is required.
(Res. 14-001, passed 3-24-2014)