(A) Town travel policies. The following policies shall be used in providing or reimbursing for Town Council members, the Clerk-Treasurer, members of commissions and boards, appointed officials, and employees for travel accommodations when that travel has been authorized and budgeted, pursuant to I.C. 36-1-3-2.
(1) Registration fees. The cost of registration or similar fees for conferences, seminars, and other similar meetings or functions related to town affairs will be provided for or reimbursed when supported by original receipts. Whenever possible, arrangements for these affairs should be made by a designated person and directly billed to the individual.
(2) Transportation.
(a) Travel by commercial airlines, rail service, bus, or similar common carrier mode will be provided for at the prevailing coach or tourist rate when authorized and supported by original receipts.
(b) Taxi fare and/or the cost of other local (public) conveyance will be provided for or reimbursed when supported by original receipts.
(c) Parking fees and tolls will be reimbursed when supported by original receipts.
(d) When a personal automobile is used in lieu of common carrier transportation, the first 700 miles (of a round trip) will be reimbursed at the rate allowed by the IRS; miles in excess of 700 will be reimbursed at one-half of the maximum IRS rate.
(3) Lodging.
(a) Lodging shall be provided for or reimbursed when supported by original receipts in the following manner.
1. Single occupancy will be provided at the actual cost.
2. Double occupancy will be provided at actual cost when both parties are eligible for reimbursement.
3. Double occupancy will be provided at the single occupancy rate when only one party is eligible for reimbursement, unless the room is a one-rate charge.
(b) Reimbursement for lodging costs shall include room costs, associated local taxes, and necessary, business-related telephone charges. Any other charges made to the room are the responsibility of the employee.
(c) Room service will not be reimbursed.
(4) Meals.
(a) Meals will be reimbursed when supported by original receipts up to $60 per day, including gratuities. The gratuities should be reasonable and should not exceed 20%.
(b) When separate checks are not available, an employee may claim reimbursement for other employees up to the maximum amount provided for in the section multiplied by the number of employees, provided that each employee is identified by name and that an original receipt is provided. Payment for meals for any individual will not be made to more than one individual.
(c) No reimbursement will be made for meals when already provided for in the registration fee.
(5) Insurance coverage. Adequate liability coverage must be carried before consideration can be given for use of a personal automobile in connection with town business. The adequacy of this liability, for example $100,000/$300,000 liability, should be determined by the approving supervisor.
(B) State travel policies and procedures. In the event that there is a question regarding a travel policy that is not covered in the above provisions, the state travel policies and procedures, as amended from time to time, shall become effective.
(Ord. 69, passed 2-15-2000)