[HISTORY: Adopted by the Town Board of the Town of Evans 1-5-1977.
Amendments noted where applicable.]
GENERAL REFERENCES
Code of Ethics — See Ch. 16.
These rules and regulations are formulated to provide each department
with a guideline which will assist in the preparation, comprehension and submission
of travel requests and vouchers.
Except as provided by special law and/or rulings, funds
for anticipated expenses are not advanced. It is the responsibility of each
employee to provide funds for his own expenses. Reimbursements will be made
by normal claim procedures with proper documentation and advanced authorization
when required. Expenses will be reimbursed from budgeted funds, and advance
authorization is required from the Town Board.
Only expenses that are actual, necessary and reasonable will be reimbursed
in accordance with established guidelines.
A.
Travel will be by the most direct route possible, and
additional expenses incurred by indirect routing will be an expense of the
individual.
B.
Conventions, conferences and school and preplanned meetings
require seven days' advance travel authorization duly executed by an
authorized official of the department or agency to which the expense is to
be charged.
C.
Travel by common carrier is the preferred mode of transportation.
Air travel must be by coach or tourist accommodation.
D.
Travel by town-owned vehicle or privately owned vehicle
will be restricted to cases where it is to the advantage of the town. Use
of a town-owned vehicle or a privately owned vehicle will require advance
authorization by the department head.
A.
The reimbursement-for-mileage rate is subject to Town
Board resolution.
[Amended 12-15-1993 by L.L. No. 13-1993]
B.
Claims for reimbursement for mileage for general daily
travel must be supported by a daily mileage sheet.
C.
Mileage will be paid when travel is by privately owned
vehicle, and tolls are reimbursable if substantiated by receipts. When travel
is by town-owned vehicle, tolls, parking, gasoline and repairs are reimbursable
subject to receipts.
A.
Lodging within the County of Erie is not an ordinary
and necessary expense and will not be reimbursed, except under emergency conditions.
Reimbursement rates shall be determined on an individual basis by the Town
Board.
[Amended 12-15-1993 by L.L. No. 13-1993]
B.
The Town Board shall determine the reasonable cost of
meals and lodging per day for the community in question.
[Amended 12-15-1993 by L.L. No. 13-1993]
C.
Rates for lodging must be actual and supported by a paid
bill. If the hotel bill is paid by credit card, the credit card charge slip
must accompany the hotel bill. (Note: frequently hotels do not mark the bill
paid.)
[Amended 12-15-1993 by L.L. No. 13-1993]
Reimbursement for registration fees shall be made with prior Town Board
approval.
A.
The standard claim form will be used for all claims for
travel expense. Subvouchers or receipts must be attached to the claim. The
voucher must show the date each item of expenditure was incurred, the places
between which travel was performed, time of departure and time of arrival
at destination. If travel is by common carrier, the name of such carrier must
be given; if by auto, the statement of automobile travel showing mileage must
be given. Each voucher must show the home address and official station of
the claimant and the duty or business.
B.
All airline tickets will be purchased personally in advance
of the trip. For reimbursement, a copy of the plane ticket must accompany
the travel expense voucher.
C.
No reimbursement for car rentals will be made unless
the rental is required due to extraordinary circumstances. The circumstances
must be explained.
D.
Registration fees are to be paid by the individual and
will be reimbursed upon presentation of a brochure or announcement depicting
the registration fee and a paid receipt.
E.
Parking fees and taxi fees are to be paid by the individual
and will be reimbursed upon presentation of a receipt.
The rules of reasonableness, necessity and actuality regarding any expenses
have been established by law, and all claims will be viewed with these criteria.
Claims which appear incomplete or inconsistent with the above rules will be
reduced accordingly.
[Amended 12-15-1993 by L.L. No. 13-1993]
The Town Accountant shall review each voucher submitted for reimbursement
before the voucher is forwarded to the Town Board for auditing and payment
of expenses.
