Mileage Reimbursement Policy
for the Town of Orange, New Hampshire
This policy is respectfully submitted as the Mileage Reimbursement Committee’s recommendation to the Selectboard as a policy that could be adopted as written. We fully support the Selectboard’s authority and prerogative to modify this as it sees fit before adopting or to ignore it altogether
I. Purpose & General Reimbursement Policy
The town of Orange (the “Town”) does not reimburse for travel unless there is long-standing precedent, state mandate, or a directive from the Town Selectboard (“Selectboard”). This policy sets forth the specific conditions for which travel will be reimbursable.
II. Mileage Rate
For reimbursed travel mileage, the reimbursement rate will be at the then current U.S. federal mileage rate.
III. National Conventions
As is convention nationwide, commuting to and from work is not subject to mileage reimbursement and time spent on reimbursable travel is not also paid time. The Orange Town House, Town cemeteries, and other Town properties are considered places of work for all Town employees, and travel to such places of work is not reimbursable. Except for the Road Agent, Town employees reimbursed for travel may not also bill the Town for their time during such travel.
IV. Covered Roles
For the following positions, mileage reimbursements will be made as follows:
a. The Road Agent will be reimbursed mileage for the use of his or her personal vehicle on business required in the performance of the Road Agent duties, provided this is more cost effective for the Town than use of a Town vehicle.
b. The Building Inspector will be reimbursed mileage traveled on business required in the performance of the Building Inspector duties. Such mileage costs will be paid out of collections for the issued building permits, with permit costs adjusted from as needed to cover these costs.
V. Travel Impossible to Avoid
If it is impossible by any and all reasonable means for the work needed to be performed on Town property, in the sole and exclusive discretion of the Selectboard, then such travel will be reimbursable. By way of example only, such cases would include a potentially toxic spill requiring the Health Officer to visit the site, or a welfare case, where the recipient is physically incapable of meeting the Overseer of Public Welfare at the Town House.
VI. Training and Conferences
The Town shall reimburse mileage for travel to attend training or conferences essential for Town employees performing their jobs, provided such attendance receives prior approval from the Selectboard. If multiple individuals are attending such training or conference, they shall use reasonable efforts to ensure the most cost-effective means of transportation is used for the group, which may include, for example, carpooling.
VII. Distant or Time Sensitive Travel Directed by the Selectboard
If the Selectboard directs a Town employee to (i) travel to a destination at a distance from Orange greater than twenty-five (25) miles or (ii) requires the trip be made to any destination outside the Town in no more than the next seven (7) days, then such travel will be subject to mileage reimbursement. The Selectboard shall use reasonable efforts to avoid issuing such directives where a more cost effective option would suffice.
VIII. Hardship and Additional Exceptions
The Selectboard may make exceptions and reimburse mileage in its sole and exclusive discretion for individual cases that involve extreme circumstances. Such exceptions, including the cost and recipient of the expense, must be made public in the minutes of the Selectboard meeting following the reimbursement decision. The Selectboard shall keep such exceptions to a minimum.
APPROVED BY THE SELECT BOARD ON SEPTEMBER 10, 2012