[HISTORY: Adopted by the Town Board of the
Town of Bergen as indicated in article histories. Amendments noted
where applicable.]
[Adopted 10-16-2008]
All overnight travel and any one-day seminar
or conference which the total expense is over $150 (including registration,
meals, and mileage) must have prior approval of the Town Board.
Mileage will be reimbursed at the rate of federal
guidelines per mile. Request for mileage reimbursement must specify
the dates, place, and total mileage. (An exception to this is for
the Assessor and Zoning Officer. They must submit monthly totals of
their mileage.)
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Examples of mileage reimbursement request:
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2-10-2008: GAM meeting in Batavia and return,
15 miles each way, 30 miles total.
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Month of 3-20-2008: five trips to Brockport
to HSBC Bank, 16 miles each, 80 miles total.
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All travel expenditures must be documented with
receipts attached to the voucher.
In order to avoid delay of travel payments,
all vouchers must be submitted to the Town Clerk at least one business
day before the regularly scheduled Board meeting.
The maximum reimbursement for meals is $50 a
day/$70 a day NYC. Note: This is a maximum allowance; receipts must
be attached. Alcoholic beverages cannot be included for reimbursement.
A gratuity of up to 15% may be added to the above. An exception to
the above meal allowances would be allowed for group meals when included
as part of the conference. (They should be included under registration.)
The Town will reimburse the actual costs of
lodging and transportation. An exception to this is if alternate methods
of transportation are readily available and cheaper, the Town reserves
the right to limit reimbursement to the cheaper alternative. (Example:
If airfare is $125 round and mileage is $140, the Town could limit
reimbursement to $125. This would be stated at the time of Board approval
of the trip.)
The Town will advance payment for lodging, registration
fees and public transportation only. (This does not reduce the need
for receipts upon return.)
Requests for reimbursement for telephone calls
from home telephones must be itemized by place and totaled per month.
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Example: January telephone calls
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8 calls to Batavia
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$1.80
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4 calls to Albany
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$4.56
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Total
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$6.36
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Vouchers requesting reimbursement for out-of-pocket
expenses incurred on behalf of the Town must be submitted at least
quarterly.
The Town Board will approve vouchers at its
regularly scheduled monthly meeting (currently the second Tuesday
of the month).
