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Travel Policy

TRAVEL AND REIMBURSEMENT POLICY

The Board of Trustees of the Kenosha Public Library adopts and makes public the following written policies.

I.          INTRODUCTION

 

            KPL staff and trustees will be reimbursed for actual expenses incurred in the conduct of KPL business according to this policy.  All reimbursement rates will be subject to review and adjustment.

 

II.         TRAVEL AUTHORIZATION FOR KPL STAFF

 

            Each employee planning to travel on business outside Kenosha County must request authorization in advance according to procedures established by the Director.  Travel within Kenosha County which is required by the employee's job duties need not be approved in advance.  All employees who drive a vehicle on KPL business must have a valid driver's license and meet minimum insurance requirements established by the City of Kenosha. Employees who do not meet these requirements will not receive reimbursement for travel expenses.

 

            KPL encourages its staff to participate in professional development and training.  Within existing staffing and budgetary constraints, KPL grants paid work time and pays registration fees for staff attending work related conferences, workshops, and meetings.  When KPL requires an employee to attend a workshop or conference, KPL pays the registration fees and provides paid work time, including travel time..

 

III.        TRAVEL AUTHORIZATION FOR KPL TRUSTEES

 

            Travel by KPL trustees on KPL business must be approved in advance according to procedures established by the Director.

 

IV.       TRAVEL EXPENSE VOUCHERS

 

            Receipts for all expenses claimed for travel reimbursement must be attached to a KPL Travel Expense Voucher.  All KPL staff and trustees shall itemize expenses and certify the validity of their claim with their signature.  Travel expense vouchers shall be submitted to the Administration Office within thirty days after the activity.

 

V.        TRAVEL REIMBURSEMENT FOR EMPLOYEES AND TRUSTEES

 

            KPL will reimburse its employees and trustees for expenses incurred on library business at the following rates:

 

  • “IRS Standard Mile Rate for Business” for the current year for use of a private vehicle,
  • Actual cost of meals and tips up to $40 per full day in state and $50 per full day out of state,
  • Actual cost of lodging (excluding taxes) up to $85 in state and the rate listed for that city by the current State of Wisconsin Office of State Employment Relations “Maximum Reimbursement for Lodging in High Cost Out-of-State Cities,”
  • Actual tolls, parking fees, rental car expenses, necessary taxi fares, and
  • Actual coach fare for commercial transportation.

 

            KPL employees shall be reimbursed for meal expenses only when library business requires them to stay away from home overnight, except if meal registration fees are required for attendance at meetings or workshops. Carpooling is strongly encouraged.  For conference attendees, lodging at the conference hotel shall be reimbursed at the standard single-room conference hotel rate.

 

VI.       TRAVEL WITH FAMILY

 

            A KPL employee or trustee may travel with his or her family on official business provided that family members do not displace other KPL staff or trustees who have a reason to travel to the same place.  No family travel expenses will be reimbursable except for legitimate business-related expenses incurred by the KPL employee or trustee.  Lodging will be reimbursed at the single room rate only.

 

VII.      USE OF THE KPL VAN

 

            The KPL van is primarily for outreach services.  When it is not in use for outreach services, it is available to authorized staff members for use in conducting KPL business.  Van travel outside Kenosha County must receive the Director's advance approval.

Approved, KPL Board of Trustees: 
Tuesday, May 9, 2017