Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

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Travel Policy

The Board of Commissioners establishes the following travel policy to be used in the conduct of Commission operations: 

1.      Commissioners, employees, or other authorized representatives of the Commission may perform official travel upon prior authorization by the Board.  If the travel has implied budget authorization, prior Board approval is not required.
Attendance at conferences, conventions, meetings or training sessions shall be limited to the number of persons necessary to cover the meeting adequately and the duties of such persons shall be related to the agenda.

2.      All transportation costs for persons so authorized to travel shall be paid by the Housing Commission.  Automobile, or airline, if advantageous, shall be the standard means of transportation.

3.      All expenses incidental to official business such as taxi fares, telephone calls, telegrams, registration fees, and other similar items shall be considered as reimbursable expenses.

4.      In addition to the above eligible expenses, an allowance for subsistence of actual expenses incurred shall be paid to employees and Commissioners and consultants who receive no compensation.  The reimbursement voucher must itemize the amount spent daily for lodging, meals, and all other items properly within the scope of subsistence expense.

5.      In substantiation of reimbursement of any of the above items, receipts, wherever possible shall be attached to a signed Statement of Travel Expense and submitted for payment.

6.      Reimbursement for use of a privately owned automobile for authorized out-of-town travel shall be made at the Internal Revenue Service’s Standard Mileage Rate per mile.  When travel is performed in an automobile owned by the Housing Commission, necessary car expenses shall be paid.

7.      Authorized in-town travel performed in a privately owned automobile shall be paid at the Internal Revenue Service’s Standard Mileage Rate per mile plus parking expenses.

8.      Advances of travel may be authorized by the Housing Commission.  Such advances may not exceed the amount reasonably computed as reimbursable from the trip and shall be deducted from reimbursement due the traveler.  In the event the advance exceeds the reimbursement due, the excess shall be promptly paid to the Housing Commission. 

Amended by Housing Commission 08/02/2001