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Rhinebeck board adopts mileage and travel reimbursement forms for employees
Summary
The board adopted two new forms — a mileage reimbursement request and a travel reimbursement request — to document employee travel and conference expenses and established prior-approval expectations.
The Village of Rhinebeck board voted to adopt a new mileage reimbursement form and a travel reimbursement request form for employees to document and claim travel- and conference-related expenses.
Martina introduced the forms and said they were needed because the village had not had an official form for mileage reimbursement in the past; staff typically submitted MapQuest printouts with a purchase order. “We now have an employee who regularly uses his village vehicle every day that he works here. So…we needed a mileage reimbursement request form,” Martina said.
Board members discussed that the village’s code already allows reimbursement for approved expenses provided invoices are submitted, but there is not yet a consolidated travel policy with spending limits. One member suggested adopting a policy capping certain costs; another said a full policy revision is in progress and that the forms are a step toward that. The board agreed that travel should have prior approval and that employees should submit the new forms for reimbursement of out-of-pocket costs.
The motion to adopt the mileage and travel reimbursement forms passed by voice vote. The board did not adopt a separate numeric cap in this meeting; members said they plan to review and adopt travel-related limits as part of a broader policy update later.
