Legal Documents of White Pine

Code of White Pine

Table of Contents » Title 4 Municipal Personnel » Chapter 4 Travel Reimbursement Regulations » § 4-403 Travel policy.
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Title 4
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Title 4, Chapter 1
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§ 4-101
White Pine
Title 4 : Municipal Personnel
Chapter 4 : Travel Reimbursement Regulations

4-403 : Travel policy.

  1. In the interpretation and application of this chapter, the term "traveler" or "authorized travel" 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 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 on 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 mayor. 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 aren't 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 mayor 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 mayor may make exceptions for unusual circumstances.
      Expenses considered excessive won't be allowed.
  7. Claims of $5 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 aren't ordinarily considered eligible expenses for reimbursement. (1978 Code, § 1-1103)
Date Last Updated: 11/07/2023
Codification Date: 04/01/1998

Officials at Date of Last Codification:

Mayor - Fred Taylor
Alderman - Tyler Marshall
Alderman - Josh Sinard
Alderman - Ann Strom
Alderman - Jarrad Stump
Alderman - Whitney Woods

City Recorder - Alyson Susong

Date Last Updated: 11/07/2023
Codification Date: 04/01/1998

Officials at Date of Last Codification:

Mayor - Fred Taylor
Alderman - Tyler Marshall
Alderman - Josh Sinard
Alderman - Ann Strom
Alderman - Jarrad Stump
Alderman - Whitney Woods

City Recorder - Alyson Susong