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HomeMy WebLinkAboutP-0265 - Orange County Travel Policy 04-01-1997- CPOLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: April 1, 1997 EFFECTIVE DATE: May 1, 1997 POLICY: ORANGE COUNTY TRAVEL POLICY 1. Purpose NUMBER: 0265 REVISIONS: To establish uniform procedures for authorization of travel by Orange County employees conducting County business and to establish procedures for the reimbursement of the cost of authorized travel. 2. General The County is committed to managing travel costs while providing a reasonable balance between the needs of the County and the needs of the traveler. The policy of the County is to reimburse the employee/official traveling on authorized Orange County business for all legitimate expenses incurred. The Department Head or his/her designee is responsible for monitoring the initial need for the travel and the availability of funds so that the cost of travel to the County is reasonable and necessary. All County travel is subject to the availability of funds. 3. Policy Coverage All employees of the County, full or part time, either probationary, permanent, or temporary are covered by this policy, including the County Manager, the County Sheriff, the Register of Deeds, and all others subject to Department Head approval, such as volunteers and advisory board members. 4. Travel Authorization a. Overnight and Out-of--State Travel Prior to making an overnight or out-of--state trip, an employee must obtain written authorization from the appropriate supervisor, as outlined below: Traveling Employee County Staff Department Head Assistant County Manager Ayyroval Required Department Head Assistant County Manager or County Manager County Manager Overnight travel will be authorized only for employees traveling to destinations of at least 60 miles from the employee's normal place of work. Department heads and supervisors may make exceptions on a case-by-case basis (ex. employees responsible for organizing conferences, workshops and seminars). Overnight and out-of--state travel must be authorized using the Travel Authorization Form. If a workshop, seminar or conference is being attended, a copy of the agenda must be attached. b. Non-overnight Travel Non-overnight travel may be authorized orally by the County Manager, Department Head, or Supervisor prior to making the trip. The Travel Authorization Form is not required for this travel. 5. Reimbursement After Travel The traveler may elect to pay all expenses out of personal funds and request reimbursement from the Finance Department within 30 days of completed travel using the Travel and Expense Statement Form. Requests for less than $10.00 may be deferred and combined with subsequent months' requests. Travel expenses properly documented and submitted to Finance within the prescribed time limit will be reimbursed on the next scheduled pay day. Only expenses directly related to and appropriately classified as travel expenses will be reimbursed. Receipts are required and must be submitted for the following travel expenses: • HoteUMotel charges • Common tamer tickets or stubs • Parking charges • Registration and workshop receipts • Rental car receipts • Gasoline, motor oil and repair service receipts 6. Travel Advances A traveler may request an advance using the Travel Authorization Advance Form. Advances are authorized for overnight travel only, with the exception of registration fees. a. A travel advance may include allowances for: • Meals • Lodging • Registration • Personal vehicle mileage b. If a travel advance is requested, the requester shall prepare a Check Request Form for each check requested. After required signatures are obtained, the check request(s) shall be forwarded to the Finance Department no less than five working days prior to the next scheduled accounts payable date. I~ c. A travel advance must be cleared within 30 working days after returning from travel by completing a Travel and Expense Statement (For Travel Advance Receipts) Report. Failure to do so may result in an amount equal to the advance being deducted from the traveler's next pay check. 7. Use of County Vehicles See Department of Public Works Vehicle Use Policy 8. Allowable Expenses a. Overnight Travel (1) Transportation Personal Vehicle -Transportation shall be by the most direct route. A traveler may elect to use a personal vehicle in lieu of coach class air, though living expenses will be reimbursed only for the period required based on airplane travel time, unless the use of the employee's personal vehicle is for the convenience of the County. Reimbursement for use of a personal vehicle is at the prevailing non-taxable rate per mile allowed by the IRS, or air coach rate, whichever is less. s Air Travel - It is the traveler's responsibility to acquire the best air travel rate available. When a traveler can show a net savings on a airline ticket by extending travel (i. e. over a Saturday night) it is recommended that the traveler take advantage of this savings. However, the additional hotel room and meal costs should betaken into consideration when computing this net savings. Requests for reimbursements should be made using the Travel and Expense Statement. All applicable paid receipts should be attached to ensure reimbursement. Rental Car -With prior written authorization from the County Manager, the cost of renting an automobile will be allowed if it is determined that no other mode of transportation is as economical or practical. For reimbursement, a validated paid receipt must be attached to the traveler's Travel and Expense Statement. When renting vehicles, the traveler should not purchase any additional insurance (collision, theft, vandalism, etc.). Any accidents or damages to a rental car, other vehicles, persons or properties, caused by rental vehicle operated by a County traveler is covered under the County's insurance program. Other Expenses -Bus, taxi and subway fares are additional allowable expenses. Traffic Violations - TraiTic violations such as, but not limited to, parking and speeding tickets are the responsibility of the traveler and will not be reimbursed. (2) Lodging Lodging expenses will be reimbursed at the actual cost of the room provided all three of the following guidelines are met. - The lodging is reasonably priced in relation to the area. - The traveler takes advantage of special convention or negotiated rates. The cost of lodging does not exceed a predefined cap established each fiscal year by the County Manager. s The Finance Department reviews in advance the requested lodging reimbursement rate. Any rate not in accordance with the above provisions requires the County Manager's advance approval. For reimbursement, the paid bill for lodging must be attached to the traveler's Travel and Expense Statement. A County traveler sharing a room with anon-county employee will be reimbursed at the single occupancy rate only. (3) Meals The daily allowance for meals on out-of--state or overnight travel is $33.00. Meals for partial day travel will be reimbursed with the approval of the appropriate supervisor. Meal reimbursements for overnight and out-of--state trips will be made according to the following schedule: Breakfast: $5.00 Lunch: $8.00 Dinner: $20.00 C7 (4) Registration Fees Conference, convention or training registration fees maybe paid in advance by the County. Paid receipts are required for reimbursement when fees are not paid in advance. (5) Parking Fees Paid receipts are required for reimbursement of parking fees. Tips to parking attendants will not be reimbursed. (6) Telephone Charges A personal "safe arrival" three minute telephone call is authorized. Business telephone calls will be reimbursed with suffiicient justification using the Travel and Expense Statement. (7) Non-reimbursable Items •Alcoholic Beverages • In Room Movies • Family or Other Traveling Companions' Expenses •Maid Services • Red Cap Services (except for those with a handicap or special needs) (8) Cancellations In the event of canceled travel plans, it is the traveler's responsibility to pursue all available refunds. The County will reimburse non-refundable costs if the cancellation is the result of a County action, an emergency, or any other situation deemed reasonable by the appropriate department head or supervisor. Non-refundable items must be reported to the Finance Department. b. Non-overnight Travel (1) Advances 1 With the exception of registration fees, travel advances will not be made for non-overnight travel. (2) Transportation County employees are encouraged to use County-owned vehicles instead of personal vehicles when available. When travel is authorized by personal vehicle, reimbursement is allowed at the prevailing non-taxable rate per mile allowed by the Internal Revenue Service. (3) Meals An employee involved in one day or partial day travel shall be reimbursed for meals when the employee must travel to a destination located at least 35 miles from the employee's normal place of work. Employees will not be reimbursed for meals within the boundaries of Orange County, unless such expenses are incurred as a result of attendance at a formal workshop, conference, or seminar, or with the prior approval of the appropriate supervisor. The daily allowance for meals on non-overnight or in-state travel is $26.00. Meals for partial day travel will be reimbursed with the approval of the appropriate supervisor. Meal reimbursements will be made according to the following schedule: Breakfast: $5.00 Lunch: $8.00 Dinner: $13.00 (4) Registration Fees I• Fees maybe paid in advance by the County. Paid receipts are required for reimbursement when registration fees are not paid in advance. (5) Parking A paid receipt is required for reimbursement of this expense. 9. Responsibilities It is the responsibility of the Finance Department to review the requests for reimbursements and ensure all provisions of this policy have been followed. Once any travel discrepancies have been reconciled with the appropriate Department Head, Supervisor, or traveler, a Finance Department representative will ensure timely payment of the traveler's expenses. Revisions and dissemination of this policy are the responsibility of the Finance Department. ~~ 1 6 The County Commissioners approved the Preliminary Plan for Amberidge Subdivision in accordance with the resolution of approval. The property is located between University Station Road and the ~hapel Hill Spur of the Southern Railroad in northern Chapel Hill Township, Ten (10) residential lots are proposed on a 10.4 acre tract. The current zoning is Rural Residential and Lower Eno Protected Watershed. ~ Z-1_97 GARDEN B DY ~ AI T SERVICE/CHARLIE ~ $ JEROLINE ~ f111ANGUM The Board approved a rezoning for Carden Body & Paint Service/Charlie L. & Jeroline L. Mangum. The purpose of the rezoning is to correct an error made in the initial zoning of Little River township on January 1, 1994. This action rezoned the 2.02 acre Mangum property from EC-5 to AR and a 2.80-acre zoning lot on the Carden property from AR to EC-5. ~., c'a I~g Permit-2-97 ~JiF lam. PLACE _ SPECIAL l~S IT RENEWAL This item was moved to the end of the Consent Agenda for separate consideration. M S°ecial l~~g Permit-1-97 ~ N~ p~ GINGHAM SCHOOL The Board approved the renewal of a Class A Special Use Permit for the Inn at Bingham School to allow the site to continue as a bed and breakfast inn in accordance with Article 8.8.24 of the Zoning Ordinance, Historic Sites Non-Residential Reuse/Mixed Use. Findings of fact demonstrated compliance with Zoning Ordinance requirements. VOTE ON THE CONSENT AGENDA: UNANIMOUS IT G C ORANGE COUNTY TRAVEL POLICY ;5` ~ < r Commissioner Brown asked for clarification on the hotel costs allowable under this policy and ' hn Link explained that any rate not in accordance with this policy would require the County Manager's ~vance approval Commissioner Gordon made reference to the lodging expenses and asked if it would be possible for the Manager to determine a predefined cap each fiscal year and if the lodging goes over that amount, the Manager would then have final approval authority. Additional wording in the policy would say that lodging expenses will be reimbursed for the actual cost of the room provided all three of the guidelines are followed: (a) lodging is reasonably priced in relation to the area, (b) the traveler takes advantage of special convention rates, and (c) the cost of the lodging does not exceed a predefined cap set by the County Manager each fiscal year. A motion was made by Commissioner Gordon, seconded by Commissioner Brown to approve the policy as presented and as amended above. VOTE: UNANIMOUS ~-I, EFLAND ESTATES CDBG PROGRAM =ENVIRONMENTAL REVIEW RECORD Several corrections were made to the Environmental Review Record by Commissioner Gordon and so noted by Director of Housing and Community Development Tara Fikes. The most important change was a clarification by Ms. Fikes that there was compliance with applicable regulations. A motion was made by Commissioner Gordon, seconded by Commissioner Carey to (1) approve the environmental Assessment Checklist and authorize the Chair to sign the document on behalf of the Board, (2) authorize publication of a Combined Notice to the Public of No Significant Impact on the Environment and Notice to the Public of Request for Release of Funds, and (3) authorize the execution of the Request for Release of Funds for the Efland Estates CDBG Program. VOTE: UNANIMOUS • L. ~ is Permit-2-97 IMF QL~ PLACE = PECI 1~5~ PERMIT RENEWAL In answer to a question from Commissioner Gordon, Planner Emily Cameron said that the planning staff and Planning Board did not consider the issue of access. ' ORANGE COUNTY BOARD OF COMMISSIONERS • ACTION AGENDA ITEM ABSTRACT Meeting Date: April 1, 1997 Action Agenda Item No. g ~~„ SUBJECT: Orange County Travel Policy DEPARTMENT: Finance PUBLIC HEARING: (Y/1~ BUDGET AMENDMENT: (Y/1~ ATTACHMENT(S): Proposed Travel Policy INFORMATION CONTACT: Ken Chavious, ext 2453 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 • PURPOSE: To consider adopting a revised travel policy that would update and replace the County's existing travel policy. BACKGROUND: The County's existing travel policy, now incorporated into the County Personnel Ordinance, has not been updated for a number of yeazs. Staff have developed a revised travel policy that would update and replace the current policy. While most aspects of the revised policy are similaz to the current policy, there aze a number of substantive differences which include: • specifying allowable meal reimbursement rates for in-state and out-of--state travel • replacing outdated per diem rates with a provision that travelers will be reimbursed the cost of approved lodging, if supported by a paid bill that is reasonable in relation to prevailing rates in the travel azea • specifying non-reimbursable items • providing that travelers are responsible to pursue all available refunds in the case of travel cancellations • clarifying that it is the responsibility of the Finance Department to update and disseminate the travel policy The Board reviewed a proposed travel policy at its Mazch 5, 1997. The attached revision (see Section 8a(2)) to that proposal takes into consideration concerns raised by the Board about lodging rates allowable for convention tr~el, especially at "resort" locations. • If approved, this policy would be included in the County Commissioners' Policy Manual as Policy • #0265. The previous policy, laid out in Section 9.0 of Article III of the Orange County Personnel Ordinance, would be rescinded. RECOMMENDATION(S): The Manager recommends that the Boazd approve the revised travel policy. • • 3 MEETING DATE: April 1, 1997 RFFECTIVE DATE:_ May 1, 1997 1. Purpose NUMBER: 0265 REVISIONS: To establish uniform procedures for authorization of travel by Orange County employees conducting County business and to establish procedures for the reimbursement of the cost of authorized travel 2. General The County is committed to managing travel costs while providing a reasonable balance between the needs of the County and the needs of the traveler. The policy of the County is to reimburse the employee/official traveling on authorized Orange • County business for all legitimate expenses incurred. The Department Head or his/her designee is responsible for monitoring the initial need for the travel and the availability of funds so that the cost of travel to the County is reasonable and necessary. All County travel is subject to the availability of funds. 3. Policy Coverage All employees of the County, full or part time, either probationary, permanent, or temporary aze covered by this policy, including the County Manager, the County Sheriff, the Register of Deeds, and all others subject to Department Head approval, such as volunteers and advisory board members. 4. Travel Authorization a. Overnight and Out-of-State Travel Prior to making an overnight or out-of--state trip, an employee must obtain written authorization from the appropriate supervisor, as outlined below: • Traveling E~,ployee County Staff Department Head Assistant County Manager Annrov~al Re_~uired Department Head Assistant County Manager or County Manager County Manager 4 Overnight travel will be authorized only for employees traveling to destinations of at least 60 miles from the employee's normal place of work. Department heads and supervisors may make exceptions on a case-by-case basis (ex. employees responsible for organizing conferences, workshops and seminazs). Overnight and out-of--state travel must be authorized using the Travel Authorization Form. If a workshop, seminar or conference is being attended, a copy of the agenda must be attached. b. Non-overnight Travel Non-overnight travel may be authorized orally by the County Manager, Department Head, or Supervisor prior to making the trip. The Travel Authorization Form is not required for this travel. 5. Reimbursement After Travel The traveler may elect to pay all expenses out of personal funds and request reimbursement from the Finance Department within 30 days of completed travel using the Travel and Expense Statement Form. Requests for less than $10.00 may be deferred and combined with subsequent months' requests. Travel expenses properly documented and submitted to Finance within the prescribed time limit will be reimbursed on the next scheduled pay day. Only expenses directly related to and appropriately classified as travel expenses will be reimbursed. Receipts aze required and must be submitted for the following travel expenses: • Hotel/Motel chazges • Common carrier tickets or stubs • Parking chazges • Registration and workshop receipts • Rental car receipts • Gasoline, motor oil and repair service receipts 6. Travel Advances A traveler may request an advance using the Travel Authorization Advance Form. Advances aze authorized for overnight travel only, with the exception of registration fees. a. A travel advance may include allowances for: • Meals • Lodging • Registration • Personal vehicle mileage . b. If a travel advance is requested, the requester shall prepare a Check Request Form for each check requested. After required signatures are obtained, the check request(s) shall be forwarded to the Finance Department no less than five working days prior to the next scheduled accounts payable date. 5 c. A travel advance must be cleared within 30 working days after returning from travel by • completing a Travel and Expense Statement (For Travel Advance Receipts) Report. Failure to do so may result in an amount equal to the advance being deducted-from the traveler's next pay check. 7. Use of County Vehicles See Department of Public Works Vehicle Use Policy 8. Allowable Expenses a. Overnight Travel (1) Transportation Personal Vehicle -Transportation shall be by the most direct route. A traveler may elect to use a personal vehicle in lieu of coach class air, though living expenses will be reimbursed only for the period required based on airplane travel time, unless the use of the employee's personal vehicle is for the conveiuence of the County. Reimbursement for use of a personal vehicle is at the prevailing non-taxable rate per mile allowed by the IRS, or air coach rate, whichever is less. Air Travel - It is the traveler's responsibility to acquire the best air travel rate available. When a traveler can show a net savings on a airline ticket by extending travel (i.e. over a Saturday night) it is recommended that the traveler take advantage of this savings. However, the additional hotel room and meal costs should be taken into consideration when computing this net savings. Requests for reimbursements should be made using the Travel and Expense Statement. All applicable paid receipts should be attached to ensure reimbursement. Rental Car -With prior written authorization from the County Manager, the cost of renting an automobile will be allowed if it is determined that no other mode of transportation is as economical or practical. For reimbursement, a validated paid receipt must be attached to the traveler's Travel and Expense Statement. When renting vehicles, the traveler should not purchase any additional insurance (collision, theft, vandalism, etc.). Any accidents or damages to a rental car, other vehicles, persons or properties, caused by rental vehicle operated by a County traveler is covered under the County's insurance program. Other Expenses -Bus, taxi and subway fares are additional allowable expenses. Traffic Violations -Traffic violations such as, but not limited to, parking and . speeding tickets are the responsibility of the traveler and will not be reimbursed. 6 (2) Lodging Lodging expenses will be reimbursed at the actual cost of the room, provided: - The lodging is reasonably priced in relation to the area. - The traveler takes advantage of special convention or negotiated rates. The Finance Department reviews in advance the requested lodging reimbursement rate. Any rate not in accordance with the above provisions requires the County Manager's advance approval. For reimbursement, the paid bill for lodging must be attached to the traveler's Travel and Expense Statement. A County traveler sharing a room with anon-county employee will be reimbursed at the single occupancy rate only. (3) Meals The daily allowance for meals on out-of--state or overnight travel is $33.00. Meals for • partial day travel will be reimbursed with the approval of the appropriate supervisor. Meal reimbursements for overnight and out-of--state trips will be made according to the following schedule: Breakfast: $5.00 Lunch: $8.00 Dinner: $20.00 (4) Registration Fees Conference, convention or training registration fees may be paid in advance by the County. Paid receipts aze required for reimbursement when fees aze not paid in advance. (5) Parking Fees Paid receipts aze required for reimbursement of parking fees. Tips to pazking attendants will not be reimbursed. (6) Telephone Charges. A personal "safe arrival" three minute telephone call is authorized. Business telephone • calls will be reimbursed with sufficient justification using the Travel and Expense Statement. (7) Non-reimbursable Items •Alcoholic Beverages • In Room Movies • Family or Other Traveling Companions' Expenses •Maid Services • Red Cap Services (except for those with a handicap or special needs) (8) Cancellations In the event of canceled travel plans, it is the traveler's responsibility to pursue all available refunds. The County will reimburse non-refundable costs if the cancellation is the result of a County action, an emergency, or any other situation deemed reasonable by the appropriate department head or supervisor. Non-refundable items must be reported to the Finance Department. b. Non-overnight Travel (1) Advances With the exception of registration fees, travel advances will not be made for non-overnight travel (2) Transportation County employees aze encouraged to use County-owned vehicles instead of personal vehicles when available. When travel is authorized by personal vehicle, reimbursement is allowed at the prevailing non-taxable rate per mile allowed by the Internal Revenue Service. (3) Meals An employee involved in one day or partial day travel shall be reimbursed for meals when the employee must travel to a destination located at least 35 miles from the employee's normal place of work. Employees will not be reimbursed for meals within the boundaries of Orange County, unless such expenses are incurred as a result of attendance at a formal workshop, conference, or seminaz, or with the prior approval of the appropriate supervisor. The daily allowance for meals on non-overnight or in-state travel is $26.00. Meals for partial day travel will be reimbursed with the approval of the appropriate supervisor. Meal reimbursements will be made according to the following schedule: Breakfast: $5.00 Lunch: $8.00 Dinner: $13.00 ~J 8 (4) Registration Fees • Fees may be paid in advance by the County. Paid receipts aze required for reimbursement when registration fees are not paid in advance. (5) Parking A paid receipt is required for reimbursement of this expense. 9. Responsibilities It is the responsibility of the Finance Department to review the requests for reimbursements and ensure all provisions of this policy have been followed. Once any travel discrepancies have been reconciled with the appropriate Department Head, Supervisor, or traveler, a Finance Department representative will ensure timely payment of the traveler's expenses. Revisions and dissemination of this policy are the responsibility of the Finance Department. t •