05/20/2019 BOARD OF SELECTMEN Agenda Packet

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Mileage Reimbursement shall be defined as the per mile amount approved by the Town Manager to compensate an employee for use of a personal vehicle for Town business. Mileage reimbursement is not considered to be salary. Expense Reimbursement shall be defined as payment for approved expenses (parking, tolls, etc.) relating to personal vehicle use for Town business, upon receipt of written documentation. Expense reimbursement is not considered to be a salary item. Commuting shall be defined as the use of a Town vehicle for travel between the employee's workplace and his/her principal work location site. Employees may receive advanced approval from the Town Manager or his designee to leave from their residence to a work site for the purpose of commuting mileage. Fringe Benefit shall be defined as an extra benefit supplementing an employee's salary. V. VEHICLE USE A. Town Vehicles Unless otherwise designated,Town vehicles are not for personal use. Certain positions require employee access to Town vehicles, either during work or on an on-call basis. Town vehicles are assigned solely for purposes consistent with providing municipal services to its residents and businesses. All Town vehicles shall display the Town Seal. B. Personal Vehicles Whenever possible, employees are expected to use Town vehicles for work-related travel or any other official Town business. On those occasions when a Town vehicle is unavailable, the use of a personal vehicle is authorized. The Town of Mashpee reimburses employees for reasonable expenses incurred as a result of personal vehicle u.se for official Town business. C. Motor Vehicle and Driving Record Check Any employee using a Town vehicle or personal vehicle for official Town business may be subject to a driving record check, and may be required to complete and submit a motor vehicle release form. An authorized official from Human Resources may obtain a copy of the employee's driving record from the license issuing agency and report its findings to the Director of Human Resources. If it is determined that the driving record of an employee is a safety concern, the employee will be so advised, and may be prohibited from use of either a Town vehicle or personal vehicle for official Town business. VI. PROCEDURES A. work Related Travel in Personal Vehicles 1. An employee authorized to use a personal vehicle for official Town business shall be reimbursed for mileage at the rate in effect at the time of travel. To be reimbursed, employees must seek reimbursement from the Accounting Department, and submit the appropriate expense reimbursement form with back-up documentation and/or receipts within 30 days. 023-2