Admin-04 - Department Travel Policy

Mount Pleasant Volunteer Fire Department

Standard Operating Guidelines

Subject: Department Travel Policy SOG # Admin-04 Initiated 06/18/2024 Approved: Fire Chief Clay Fallis

Purpose

This policy will provide for monetary reimbursement to members who travel on department related business that requires the department to expend funds.  

Guidelines

Members may be reimbursed for department related travel out of county/state travel which includes but is not limited to training, conferences, meetings, equipment service and out of county mutual aid incident responses.

All travel requests must be made in writing, submitted and approved by a Department Chief Officer (Fire Chief or Deputy Fire Chief) at least 2 weeks prior to the date of the travel. The exception being in response to a request for mutual aid for an out of county incident.

All requests must list estimated expenses and travel times expected. A Department Travel Request Form will be provided to make a request to travel.

Members attending an off-site Department-related function or training event that is funded, fully or in part, will not be reimbursed for anything that is covered by that funding (i.e. meals, lodging, fuel, transportation).

Meal reimbursement plan will provide $40.00 flat rate for meals distributed as follows.

1. $6 for breakfast

2. $13 for lunch

3. $21 for dinner

If the member is using personal transportation (member owned car, truck, RV or other vehicle), he or she will be reimbursed for actual fuel costs incurred by driving from the member’s residence to the destination and back. If more than one member is going to the same training event, carpooling is a requirement for reimbursement.

Members requiring overnight accommodation will be reimbursed for the cost of a hotel, at the Government Rate, not exceeding $150 per night (without prior approval), up to double occupancy, for the duration of the approved travel.

Members must provide documentation of all travel expenses incurred that qualify for reimbursement in the form of receipts, purchase orders or invoices and present this documentation to the treasurer within 14 days of the last day of travel. A Department Travel Reimbursement Voucher will be provided to make a request for reimbursement.

Once verified, members will receive reimbursement funds for the approved expenses. You will not be able to receive reimbursement without all required receipts.