Source: https://www.ecode360.com/7073443
Timestamp: 2019-04-21 06:10:42+00:00

Document:
§ 48-2 Responsibility for expenses; reimbursement.
§ 48-5 Reimbursement for mileage.
§ 48-6 Meals and lodging.
§ 48-7 Reimbursement for registration fees.
§ 48-8 Presentation of claims for travel expenses.
§ 48-9 Criteria for judging reasonableness of claim.
§ 48-10 Review of vouchers.
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.
Travel will be by the most direct route possible, and additional expenses incurred by indirect routing will be an expense of the individual.
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.
Travel by common carrier is the preferred mode of transportation. Air travel must be by coach or tourist accommodation.
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.
The reimbursement-for-mileage rate is subject to Town Board resolution.
Claims for reimbursement for mileage for general daily travel must be supported by a daily mileage sheet.
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.
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.
The Town Board shall determine the reasonable cost of meals and lodging per day for the community in question.
Reimbursement will not be made for sales taxes paid, since the Town is not required to pay state sales tax (in New York State only). Exemption forms may be obtained from the Town Accountant's office.
Editor's Note: Original § A44-7, Telephone and telegraph charges, which immediately followed this section, was repealed at time of adoption of Code; see Ch. 1, General Provisions, Art. I.
Reimbursement for registration fees shall be made with prior Town Board approval.
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.
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.
No reimbursement for car rentals will be made unless the rental is required due to extraordinary circumstances. The circumstances must be explained.
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.
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.
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.

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