PURPOSE

To encourage elected officials, department heads and employees to attend meetings to further their education and enhance their job performance.

POLICY

Attendance of all meetings, schools, or seminars shall have prior approval of the Governing Body or the Mayor. The City of Hillsboro will pay the IRS allowable rate for mileage. A travel slip must be filled out for mileage reimbursements. The City will also pay for motel charges, meals, and registration fees for the employee. The City also encourages spouses to attend these meetings, schools, or seminars to better understand the elected official’s, department head’s, or employee’s duties and responsibilities. The elected official, department head, or employee will be required to pay for their spouse’s meals and meeting registrations. If the City has paid for or is obligated to pay for an elected official’s, department head’s or employee’s meal or registration fee and that person does not attend, the elected official, department head, or employee will be required to reimburse the City for this cost. In the event of an emergency preventing attendance, it will be up to the Governing Body to decide if this expense is reimbursable to the City. Receipts for all expenses must be turned into the City Clerk for payment. The City Clerk’s office will review and process these vouchers and file accordingly.

Mileage Reimbursement Travel Slip example:

Date: _____________

Name: _______________________

Reason for Travel: ______________________________________________

Beginning Odometer Reading: ______________

Ending Odometer Reading: _______________

Mileage: ________________

Amount Due: $_____________________