Mileage Reimbursement Policy

The Library Manager may request mileage reimbursement when he/she is using their personal vehicle for library business.  The mileage reimbursement rate will be the Internal Revenue Service of the United States Department of Treasury current rate for the year.  The effective date of the mileage rate change shall coincide with the Internal Revenue Service rate change effective date.

Parking fees, tolls and other travel expenses will be reimbursed at actual cost.

The Library Manager is authorized to travel within the state of New York to carry out the business of the Library at his/her discretion and under the Board of Trustees oversight.

The Library Board of Trustees gives authorization to the Library Manager for library-related travel to conduct Morrisville Public Library business, to attend meetings, training activities and professional conferences.

The personal vehicle or driver is covered by the library’s mandatory liability insurance.

All mileage claims must be submitted on a voucher in a timely manner to the Library Board of Trustees for approval.    The exact mileage traveled must be included in the request for reimbursement as well as the date(s) of travel, origination and destination, purpose and any other pertinent information.

For travel to and from the home of the Library Manager, the mileage subject to reimbursement is computed by first subtracting the distance between the home and library.  (For example, if the Library Manager travels from home to a meeting, then the Library will reimburse the Library Manager for the total mileage minus the distance from home to the Library.)

The Library Manager must hold a valid driver’s license.  He/she must carry personal automobile insurance in compliance with the laws of the state in which their driver’s license was issued.

Material Transportation:  If the Library Manager, in the rare instance, has to perform material transportation between libraries with his/her own vehicle, he/she will be eligible for mileage reimbursement at the IRS approved rate.  Mileage reimbursement may also be provided to the Library Manager if required to use his/her own vehicle for the delivery or collection of materials to homebound patrons or collection of overdue library materials.

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