COUNTY OF CHAUTAUQUA INDUSTRIAL DEVELOPMENT AGENCY
TRAVEL POLICY
SECTION 1. SCOPE. This policy shall apply to every member of the board (the “Board”) of the County of Chautauqua Industrial Development Agency (the “Agency”) and all officers, employees and approved non-employees.
SECTION 2. APPROVAL OF TRAVEL. All official travel for which a reimbursement will be sought must be approved by the Executive Director or Designee prior to such travel.
SECTION 3. UNAPPROVED TRAVEL. Expenses that are incurred by Agency Board members, employees, and approved non-employees who have not received prior approval from the Executive Director may be submitted for reimbursement. However, if the travel budget, operating account or similar account used for the reimbursement of travel related expenses does not contain adequate funds to cover the entire amount of such travel expense, full reimbursement is subject to an amendment of the travel budget by the Agency Board members, or the Agency’s receipt of adequate funds that may be used by the Agency, in the sole discretion of the Agency’s Board members, to reimburse travel expenses.
SECTION 4. PAYMENT OF TRAVEL. The Agency will reimburse all reasonable expenses related to meals, travel and lodging that were incurred by any director, officer, employee or approved nonemployee as a result of the performance of their official duties. All official travel shall be properly authorized, reported and reimbursed. Under no circumstances shall expenses for personal travel be charged to, or temporarily funded by the Agency. It is the traveler’s responsibility to report his or her travel expenses in a responsible and ethical manner, in accordance with this policy.
SECTION 5. TRAVEL EXPENSES. (A) Personal Automobiles. Travelers may use their private vehicle for business purposes if it is less expensive than renting a car, taking a taxi, or using alternative transportation, or if it saves time. The traveler will be reimbursed at a standard mileage reimbursement rates that will correspond to the annual rates published by the Internal Revenue Service. Employees who receive a car allowance will only be reimbursed for gasoline expense incurred during travel for business purposes.
(B) Meals. Meals will be reimbursed at actual expense or a per diem rate, whichever is less. Per diem allowances will be established and from time to time amended by the Chief Fiscal Officer of the Agency.
(C) Lodging. Lodging will be reimbursed at actual expense up to certain daily rate caps established for various locations. The applicability of such caps shall be determined on a case by case basis talking into consideration availability of lodging and other extenuating circumstances. Lodging caps will be established and from time to time amended by the Chief Fiscal Officer of the Agency.
(D) Miscellaneous Expenses. Reimbursement for miscellaneous expenses shall be determined on a case by case basis by the Chief Fiscal Officer of the Agency.
