Adopted by the Mayor & Board of Aldermen, 10/7/98

Section 1       Travel Policy

It is the policy of the Town to reimburse its employees for out-of-town travel and transportation expenses directly related to official business of the Town.  All travel costs will be paid directly to the individual incurring the expense.

This policy is intended to address out-of-pocket expenses for employees and Aldermen on official Town business.  It is not intended to replace travel allowances given to employees as a condition of employment who are required to provide a vehicle in their work.  The Town Manager is responsible for determining if additional reimbursement of travel expenses is appropriate.

Section 2       Prior Approval for Travel

The Town recognizes the need for flexibility in obtaining approval for travel.  It is the Town Manager's responsibility to determine if travel is necessary and reasonable and to set standards for approval.  All travel out-of-state and travel requiring an overnight stay shall be approved in advance by the Town Manager.  It is always the responsibility of the department head to insure that a sufficient unexpended appropriation remains to cover all travel expenses.

Section 3       Eligible Transportation Expenses

Transportation expenses that are ordinary and necessary while conducting official business for the Town are eligible.  Eligible transportation expenses include the cost of travel by air, rail, bus, taxi, and personal auto.  All transportation by commercial carrier must be less than first class unless such rates are not available and no other travel options are available.

Whenever possible Town vehicles should be used for auto travel.  In the event a Town vehicle is not available, personal auto may be used.

Reimbursement for use of an employees personal auto is allowable at the prevailing rate allowed by the Internal Revenue Service for business mileage.  Generally, reimbursement for the use of an employees private auto is limited to travel incurred in the general area or within the state.

Occasionally, either for personal preference or for the benefit of the Town, an employee may take his personal auto for out-of-town travel when transportation by other means would be more economical.  In those cases reimbursement will be limited to the mileage rate or an equivalent air fare, whichever is less.
 
Other transportation expenses that are allowable are:

-  Taxi fares or other costs of transportation between the airport or station and employees hotel or from one place of business to another.  Taxi fares are also allowable between the hotel and temporary work assignment.

-  Baggage charges.

- Reasonable tips that are incidental to any of the above transportation expenses.

Section 4       Eligible Travel Expenses

Expenses for lodging and other expenses incurred while traveling away from home and related to official duties, are eligible for reimbursement if reasonable and supported by receipts.  Travel items eligible for reimbursement are as follows:

-  Meals served as part of a convention or conference will be reimbursed at actual cost.  Required night meetings and dinner meetings will also be reimbursed if supported by receipts.

-  Actual cost of lodging at the single room rate if supported by receipts.  Employees are      encouraged to obtain governmental rates whenever possible.

-  Telephone expenses that are related to official business.  Tips associated with the costs listed above.

Expenses incurred for personal entertainment and alcoholic beverages are not allowable.  Employee will be reimbursed for meals if reasonable and supported by receipts.

Section 5        Reporting Expenses for Reimbursement

All employees authorized to travel should keep all receipts and memoranda of actual expenditures, with the exception of normal subsistence costs, from which they can prepare an official travel voucher.  Receipts for lodging, transportation other than auto, tolls, parking fees, registration fees, etc. must accompany the travel voucher.

Claims for mileage reimbursement should indicate the point of departure and destination and shall be computed in a manner that is most reasonable and favorable to the Town.  The business purpose of each trip for which reimbursement is claimed must be clearly stated.   Travel vouchers which have been approved by the department head are to be submitted sufficiently in advance for reimbursement.  Reimbursement expenses are for out-of-town, official Town business only.

Section 6       Travel Advance

If a travel advance is necessary to conduct official Town business, the request for such advance must be submitted to the finance officer by no later than five (5) working days prior to the time travel is anticipated.  Travel advances may not exceed the estimated cost of travel and must be accounted for on the travel voucher.

Travel to and from work is not eligible for reimbursement