Receipts Required: Council OK’s New Reimbursement Policy

WINNSBORO – County Council Monday night unanimously passed a revised policy governing how Council members would be reimbursed for mileage and other expenses.

Prior to Sept. 23, when Council voted to rescind the policy that had stood since July 2010, Council members had been receiving a flat monthly allocation of $795 for expenses. Those expenses included $195 a month for their “computer fund,” $210 a month for mileage, $125 a month for office expenses and $265 a month for a “Blackberry allowance.” That monthly allowance was paid in addition to Council’s base salary of $15,000 a year (plus an additional $4,800 for the chairmanship and an additional $3,000 for the vice chairmanship).

Monday night, Council adopted a new policy, which Interim County Administrator Milton Pope said would be based on receipts of actual expenses.

Council members will be reimbursed directly for expenses incurred, Pope explained, with claims for payment submitted at the end of each month to the County Administrator’s office. Receipts, invoices and mileage logs must accompany the claim or payment will be delayed until such items are provided. Expenses submitted 90 days or greater after occurrence will not be eligible for reimbursement. One monthly check will be issued to each council member on the 15th of following month. Expenses covered under the new policy include:

Communications, to include internet connectivity and smart phone, up to $175. Rates for internet service will vary based on where a council member lives, Pope said, as more rural areas incur a greater fee.

Business miles logged in a Councilperson’s personal vehicle will be reimbursed using the IRS rate of 56.5 cents per mile. Miles to be recorded on a mileage log.

Up to $75 a month for office supplies, to include ink, paper, envelopes, stationary, constituent non-political postage or other office supplies, with documentation.

Council passed the measure 6-0. Councilman Mikel Trapp (District 3) was absent from Monday night’s meeting.