Legal Documents of Mosheim

Code of Mosheim

Table of Contents » Title 4 Municipal Personnel » Chapter 2 Travel Reimbursement Regulations » § 4-203 Travel policy.
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Title 4
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Title 4, Chapter 1
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§ 4-101
Mosheim
Title 4 : Municipal Personnel
Chapter 2 : Travel Reimbursement Regulations

4-203 : Travel policy.

  1. In the interpretation and application of this chapter, the term "traveler" or "authorized traveler" means any elected or appointed municipal officer or employee, including members of municipal boards and committees appointed by the mayor or the municipal governing body, and the employees of such boards and committees who are traveling on municipal governing body, and the employees of such boards and committees who are traveling on official municipal business and whose travel was authorized in accordance with this chapter. "Authorized traveler" shall not include the spouse, children, other relatives, friends, or companions accompanying the authorized traveler on town business, unless the person(s) otherwise qualifies as an authorized traveler under this chapter.
  2. Authorized travelers are entitled to reimbursement of certain expenditures incurred while traveling an official business for the town. Reimbursable expenses shall include expenses for transportation, lodging, meals, registration fees for conferences, conventions, and seminars, and other actual and necessary expenses related to official business as determined by the CAO. Under certain conditions, entertainment expenses may be eligible for reimbursement.
  3. Authorized travelers can request either a travel advance for the projected cost of authorized travel, or advance billing directly to the town for registration fees, air fares, meals, lodging, conferences, and similar expenses. Travel advance requests are not considered documentation of travel expenses. If travel advances exceed documented expenses, the traveler must immediately reimburse the town. It will be the responsibility of the CAO to initiate action to recover any undocumented travel advances.
  4. Travel advances are available only for special travel and only after completion and approval of the travel authorization form.
  5. The travel expense reimbursement form will be used to document all expense claims.
  6. To qualify for reimbursement, travel expenses must be:
    1. Directly related to the conduct of the town business for which travel was authorized; and
    2. Actual, reasonable, and necessary under the circumstances. The CAO may make exceptions for unusual circumstances. EXPENSES CONSIDERED EXCESSIVE WILL NOT BE ALLOWED.
  7. Claims of five dollars ($5.00) or more for travel expense reimbursement must be supported by the original paid receipt for lodging, vehicle rental, phone call, public carrier travel, conference fee, and other reimbursable costs.
  8. Any person attempting to defraud the town or misuse town travel funds is subject to legal action for recovery of fraudulent travel claims and/or advances.
  9. Mileage and motel expenses incurred within the town are not ordinarily considered eligible expenses for reimbursement. (Ord. #88, March 1994)