Town of Bergen, NY
Genesee County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Town Board of the Town of Bergen as indicated in article histories. Amendments noted where applicable.]
[Adopted 10-16-2008]

§ 118-1 Prior approval required.

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.

§ 118-2 Reimbursement for mileage.

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.)
Examples of mileage reimbursement request:
2-10-2008: GAM meeting in Batavia and return, 15 miles each way, 30 miles total.
Month of 3-20-2008: five trips to Brockport to HSBC Bank, 16 miles each, 80 miles total.

§ 118-3 Receipts required for travel expenditures.

All travel expenditures must be documented with receipts attached to the voucher.

§ 118-4 Voucher submission to Town Clerk.

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.

§ 118-5 Reimbursement for meals.

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.)

§ 118-6 Reimbursement of actual costs of lodging and transportation.

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.)

§ 118-7 Advance payment.

The Town will advance payment for lodging, registration fees and public transportation only. (This does not reduce the need for receipts upon return.)

§ 118-8 Reimbursement for telephone calls.

Requests for reimbursement for telephone calls from home telephones must be itemized by place and totaled per month.
Example: January telephone calls
8 calls to Batavia
4 calls to Albany

§ 118-9 Reimbursement of out-of-pocket expenses.

Vouchers requesting reimbursement for out-of-pocket expenses incurred on behalf of the Town must be submitted at least quarterly.

§ 118-10 Approval by Town Board.

The Town Board will approve vouchers at its regularly scheduled monthly meeting (currently the second Tuesday of the month).