Section 2-73 of the Town's Code of Ordinances governs the reimbursement of travel expenses related to Town business for all elected or appointed officials and Town employees. Technology has changed dramatically since this ordinance was last updated in 2002. The proposed update authorizes the use of the Town's financial software (MUNIS) to replace the current Ordinance's paper-based, manual process requirements.
Finance staff began testing a module within MUNIS for travel authorization and reimbursements in 2022 and is ready to implement the new process for all Town departments. The software allows travelers to request authorization to travel for Town business and will route their request to the Finance department, their supervisor, department head, and if the travel is out of state, the city manager for approval. Any payments to travelers are approved by the Chief Financial Officer. Mileage rates within the software are automatically updated based on IRS guidelines. The current ordinance authorized a per diem of $40 per day regardless of the destination. The proposed ordinance authorizes per diem rates based on the US General Services Administration per diem rates for travel destinations - these rates are automatically updated by MUNIS on a monthly basis. All travel requests, reimbursement, documentation, and approvals will be electronically stored in MUNIS.
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