(a) There are occasions when attendance at conferences, conventions, meetings, schools, training programs, etc. by employees and elected representatives of the Village is in the best interest of the Village. Therefore, the following procedures are adopted and shall be adhered to relative to travel expenses.
(b) Administrative departmental business-related travel, 250 miles or less from the Village of Woodmere, shall be approved in advanced by the Mayor by using the “Travel Expense Authorization” form (Form TE-1). A program of the meeting/conference shall be attached to Form TE-1 prior to receiving approval. All business-related travel beyond 250 miles of the Village of Woodmere and/or outside of the State of Ohio shall be approved in advance by Council by using the “Travel Expense Authorization” form (Form TE-1).
Legislative departmental business-related travel inside the State of Ohio shall be approved in advance by the Chairman of the Finance Committee of Council by using the “Travel Expense Authorization” form (Form TE-1). A program of the meeting/conference shall be attached to Form TE-1 prior to receiving approval. Request for reimbursement for travel will not be honored if appropriate advance approval is not obtained.
A separate form is to be completed for each employee that is attending the meeting/conference, projecting the estimated cost using the following parameters:
(1) Transportation. Air travel shall be coach class unless there is no alternative and then the indication shall be shown on the travel expense TE-1 form. Employees shall be reimbursed for the mileage or authorized trips at the rate equivalent to the U.S. Internal Revenue regulation rate in effect on the date of the travel, or the round trip air fare, whichever is lesser when an employee utilizes an automobile.
(2) Lodging. Only hotel, motel or bed and breakfast inn expenses shall be allowed. The maximum expense, per employee per day, shall be the double occupancy rate per day plus all applicable taxes. Lodging expenses, when requested, can be shared by more than one employee. Instate lodging more than 45 miles from the Village shall not exceed one hundred fifty dollars ($150.00) plus tax per day. Any out-of-state lodging costs shall be pre-approved by Council.
(3) Registration fees. Registration fees, including meals and other programmed affairs sponsored by the conference or convention organization, shall be reimbursed upon presentation of receipts by the employee. When the pre-registration is required, the fee may be charged to the Village, providing that approval for the trip has been obtained and the travel and expense TE-1 form has been completed.
(4) Meals. Meals shall be reimbursed based upon the limit of actual and necessary costs up to the daily maximum rates as incurred during business or conference attendance when proper receipt documentation is attached to the TE-1 Form. Meal reimbursement shall be in accordance with the following requirements.
A. For travel which requires overnight stay, an amount not to exceed the per diem allowance rates in effect per Internal Revenue Service Code or publications (#1542). The amount reimbursed for meals may include tips of fifteen percent or less and sales tax, and will be included as part of the allowance.
B. The maximum meal reimbursement for a full day of travel, which does not require overnight stay, is forty-one dollars ($41.00) per day. The forty-one dollars ($41.00) may be allocated for the meals as the employee chooses, but receipts must support reimbursement.
C. On a single day of travel, an employee may be eligible for reimbursement of actual meal expenses up to a maximum of forty-one dollars ($41.00).
D. Meal reimbursement will be made for actual expenditures only. These amounts are not per diems or entitlements. Gratuities will be reimbursed in additional to the meal allowance provided they do not exceed the lesser of 15% of the allowable meal expenses or five dollars ($5.00) per day maximum gratuity reimbursement. All expenditures exceeding the daily maximum of forty-one dollars ($41.00) are the sole responsibility of the employee.
E. When attending conferences or other events where the registration fee included meal provisions, employees may not file for reimbursement of those meal expenses or forego pre-paid meals and file for reimbursement of meal expenses incurred as a substitute.
(5) Miscellaneous expenses. Miscellaneous expenses directly related to the conference or seminar such as public transportation, car rental, parking fees, cab fares and tips not to exceed fifteen percent to cab drivers for transportation between a hotel and the conference, and books or supplies for use at the conference may be reimbursed if circumstances indicate that they are necessary for the traveler. Reimbursement shall not be made for personal items such as long distance telephone calls, valet service, laundry, toiletries, room mini bars, pay cable movies or alcoholic beverages. Reimbursement shall be made for one long distance personal call to your place of residence, and calls back to your office or other related business calls.
(6) Statement and evidence of travel expense. Within ten working days after the return of the employee, the travel expense shall be itemized on the travel expense form (Form TE-1) under the column listed as “actual” expenses. This report shall be completed using the criteria described in this chapter. Where more than one employee was attending the meeting/conference, each employee shall complete Form TE-1. Itemized receipts for “actual” expenses must be included indicating what was purchased and the reasons for the expenses incurred.
(7) Local expenses. Local expenses required for the furtherance of official Village business by the Mayor, Council members, department heads and division heads are authorized, excluding the purchase of alcoholic beverages, for themselves and guests in local restaurants and meeting facilities. Such expenses shall be submitted with an itemized receipt which includes line items indicating what was purchased and the reasons for the expenses incurred.
(8) Travel advance. Travel advances may be granted upon approval of Form TE-1. When submitting Form TE-1, if any funds are to be returned to the Village or if money is due to the employee, all information shall be recorded in the proper columns.
(9) Reimbursements rejected in whole or in part by the Treasurer’s Office due to non-compliance with any of the provisions of this policy shall be returned to the employee submitting the request with a reasonable explanation of the denial of reimbursement.
(10) Alcoholic beverages are not an allowable expense.
(Ord. 2011-05. Passed 2-28-11.)