§ 2-18. Travel policy.

(a)

Definition. "Travelers" shall be defined as public officers such as mayor, council member, village manager, and village attorney, and public employees, such as those employed by the village manager to fill budgeted positions and others whose travel has been previously approved by the village manager.

(b)

Authorization. Authorization for reimbursement of travel must be approved in writing by the village manager in advance. Travel funds must be available in the appropriation account of the department prior to incurring any travel expenses.

(c)

Policy generally. Individuals authorized to travel for the village will be permitted transportation, per diem and subsistence allowance and the usual ordinary and incidental expenditures as defined in subsection (g) hereof.

(d)

Per diem and subsistence allowance. For purposes of reimbursement, rates and methods of calculation of per diem subsistence allowances shall be divided into one of the following groups. The village manager may reduce the prescribed minimum rate should it be determined that the maximum allowable rate is not justified by travel.

(1)

All travelers may be allowed for subsistence when traveling out of the state either of the following:

a.

Up to $50.00 per diem; or

b.

Up to the amounts permitted in paragraph (3) of this subsection for meals, plus actual expenses for lodging as substantiated by paid bills.

(2)

All travelers may be allowed subsistence when traveling in state either of the following:

a.

Up to $35.00 per diem; or

b.

Up to the amount permitted in paragraph (3) of this subsection for meals, plus actual expenses for lodging as substantiated by paid bills.

(3)

All travelers may be allowed for subsistence while on travel not requiring an overnight stay on official business, or if not selecting the per diem rate, the following amounts:

Breakfast: $4.00.

Lunch: $6.00.

Dinner: $12.00.

(4)

An out-of-state or in-state traveler may be reimbursed for the actual expenses. Actual expenses shall be substantiated by paid bills.

(e)

Rules for transportation.

(1)

All travel must be by usual travel route. When a person travels by an indirect route for his own convenience, any extra cost shall be based only on such charges that would be incurred by the usually traveled route.

(2)

The use of a privately owned vehicle for official travel in lieu of publicly owned vehicles or common carrier may be authorized by the village manager. Whenever travel is by privately owned vehicle, upon the determination of the village manager, the traveler shall be entitled to either a mileage allowance at a rate not to exceed the standard mileage rate allowed by the Internal Revenue Service for business transportation expenses or to the common carrier rate for such travel, whichever is less.

(f)

Advance payment. Employees performing travel for official purposes may draw an advance on their estimated expenditures. The amount shall be subject to the approval of the village manager.

(g)

Incidental expenses. The following incidental expenses of the traveler may be reimbursed:

(1)

Taxi or other miscellaneous transportation;

(2)

Ferry fares, bridge, road and tunnel tolls;

(3)

Storage or parking fees;

(4)

Business communication expenses; and

(5)

Conference registration fees.

(Ord. No. 508, §§ 1—7, 8-18-87; Ord. No. 570, § 1, 10-18-94)

Editor's note

Ord. No. 508, §§ 1—7, adopted Aug. 18, 1987, did not expressly amend the Code; hence, inclusion as § 2-18 was at the editor's discretion.