HomeMy WebLinkAboutAgenda - 02-03-2009 - 4m ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 3, 2009
Action Agenda
Item No. 4-m
SUBJECT: Update Travel Policy Meal Per Diem Reimbursement Rates
DEPARTMENT: Finance PUBLIC HEARING: (YIN) No
ATTACHMENT(S): INFORMATION CONTACT:
Travel Policy (with Proposed Revisions
Shown) Gary Humphreys 245-2453
Exhibit A— GSA Per Diem Example
PURPOSE: To amend the travel policy to incorporate a process for maintaining a fair and
equitable per diem reimbursement rate for meals while traveling on County business.
BACKGROUND: The current travel policy was adopted by the Board of County
Commissioners in March 1997 and the amounts for meal reimbursement have not been updated
since that time. The authorized per diem rate for meals is $5 for breakfast, $8 for lunch and $20
for dinner totaling $33 per day including taxes and tip.
The current travel policy includes a method for maintaining a fair and equitable rate of mileage
reimbursement for the use of personal vehicles on county business by allowing reimbursement
to be made using the prevailing Internal Revenue Service business mileage rate. Staff
proposes the travel policy be updated to provide a similar method for maintaining the meal per
diem rates at a fair and equitable level. The Internal Revenue Service provides a table of per
diem rates based on travel destination. Locations are assigned to one of six tiers of rates
ranging from $36 to $61 per day for meals only. These rates are maintained by the General
Services Administration (GSA) and updated at least annually.
The use of the GSA tables as a method to maintain updated rates was discussed with
department directors to obtain their input. It was the consensus of the group to adopt tier two of
the GSA rates for all in state travel and to use the GSA rate for the actual location of travel for
out of state travel. This would maintain simplicity for the majority of trips and still allow for fair
reimbursement at out of state locations which are generally at a higher cost.
Therefore staff proposes the County adopt the second tier of GSA rates which are currently $8
for breakfast, $12 for lunch, and $21 for dinner totaling $41 per day for meals (including taxes
and tip) for in state travel and the GSA rate based on the actual primary destination of travel be
used for out of state travel. The rates will be updated whenever the GSA rates are modified. A
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minor clarification has also been made to the wording on reimbursement for partial day or one
day travel.
FINANCIAL IMPACT: This action would increase the meal reimbursement portion of travel
costs by approximately 24% which will be considered as part of next fiscal year's budget
recommendation. At this point in time, there is a freeze on out of state travel in order to
minimize the impact reduced revenues may have on the County's total budget.
RECOMMENDATION(S): The Manager recommends the Board amend the current travel
policy to incorporate the proposed process for establishing and maintaining per diem
reimbursement for travel on County business and minor revisions as shown in the attachment,
effective July 1, 2009.
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ORANGE COUNTY TRAVEL POLICY
1.Purpose
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 • Approval Required
County Staff Department Head
Department Head Assistant County Manager or County Manager
Assistant 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: •
•Hotel/Motel charges
•Common carrier 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.
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. The Financial Services Department shall adjust the mileage rate when it
receives notification of a mileage rate change to be effective at the later of the beginning of
the subsequent month or whenever the new rate is effective.
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.
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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.
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(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 a non-county employee will be reimbursed at the
single occupancy rate only.
(3)Meals
The daily allowance for meals for in-state travel twill be in accordance with the meal portion _---{Deleted:is$33.00 j
of the second tier of M&IE (meals and incidental expense) rates established under IRS
guidelines which are currently the total M&IE rate less$3 per day. The daily allowance for
meals for out of state travel will be paid in accordance with the meal portion of the M&IE
rates established under IRS guidelines for the travel destination location. Meals for partial
day travel will be reimbursed with the approval of the appropriate supervisor based on the
meal breakdown in the per diem schedule .The Financial Services Department shall adjust
the per diem rates when it receives notification of a per diem rate change to be effective at the •
later of the beginning of the subsequent month or whenever the new rate is effective.. ___-..--f Deleted:Meal reimbursements for
(4)Registration Fees overnight and out-of-state trips will be
made according to the following
Conference,convention or training registration fees may be paid in advance by the County or sclnedule:1
the traveler.Paid receipts are required for reimbursement when fees are,paid by the traveler, Breakfast$5.00 9
(5)Parking Fees
Lunch:
Paid receipts are required for reimbursement of parking fees.Tips to parking attendants will Deleted:not
not be reimbursed.
(6)Telephone Charges Deleted:in advance
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.
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(a
(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 destination is located at least 35 miles from the employee's normal place of work:
or such expenses are incurred as a result of attendance at a formal workshop,conference,or
seminar. . • • •- . •: ::: : . . -- .:. .. •• _ .: . ..' :. . :.-: .
-'- :•• -: ' • .•- ::: : : : .•: --: :: •. - .:ewisef. Meal reimbursements will be
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made,in accordance with the established per diem rates, - Deleted:according to the following
(4)Registration Fees schedule:q
Fees may be paid in advance by the County or employee. Paid receipts are required for Deleted:Breakfast:s5.00 y
Lunch:S8.3
reimbursement when registration fees are aid by the employee„. Dinner:$13.00
(5)Parking :;;`{Deleted:not --
A paid receipt is required for reimbursement of this expense. Deleted:in advance
9.Responsibilities
It is the responsibility of the Financial Services Department lo manage this policy.Financial {Deleted:to
Services will 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 Financial Services
Department.
.
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EXHIBIT A - Reimbursement example
Below is the table which breaks down the M&IE by meal
the proposed rmeal per diem amount is the total amount less$3.00 which is allocated to incidental expenses.
In state NC would be$41 based on the$44 column.
In State
MIVE:101ar 1777'Z' 7„r 7:,17709 Pi,,g4M: $44 l's"144941,11/K`'59' 111.0
7 8 9 10 11 12
11 12 13 15 16 18
18 21 ,'-,24 26 29 31
3 3 3 3 3 3 I
Sample GSA of table for three states Highlighted Column is the per diem rate the meal reimbursement would be based on
FY2009 Domestic Per Diem Rates-Effective October 1,2008
Season Season
State Primary Destination County Begin Lodging M&IE Total
Date End Date
Georgia Athens Clarke $90 $39 $129
Georgia Atlanta Fulton, Dekalb and Cobb $141 $49 $190
Georgia Augusta Richmond $79 $39 $118
Georgia Columbus Muscogee $92 $39', $131
Georgia Conyers Rockdale $77 $39 $116
Duluth'/Norcross/ Gwinnett $124
Georgia Lawrenceville/'. . $80 $44
Georgia Jekyll Island/Brunswick Glynn 10/01/08 02/28/09 $120 $49 $169
Georgia Jekyll Island/Brunswick Glynn 03/01/09 09/30/09 $146 $49 $195
Peachtree City/Jonesboro/ Fayette/Coweta/ $121
Georgia Morrow/Newnan Clayton $77 $44
Georgia Savannah Chatham $108 $49 $157
New York Albany Albany $111 $49', $160
New York Binghamton/Owego Broome and Tioga $87 $39 $126
New York Buffalo Erie $92 $54', $146
Floral Park/Garden City/Glen Nassau $226
New York Cove/Great Neck/Roslyn
$162 $64
New York Glens Falls Warren 10/01/08 06/30/09 $98 $49 $147
New York Glens Falls Warren 07/01/09 08/31/09 $150 $49 $199
New York Glens Falls Warren 09/01/09 09/30/09 $98 $49 $147
New York Ithaca/Waterloo/Romulus Tompkins and Seneca $102 $44 $146
New York Kingston Ulster $96 $49 $145
New York Lake Placid Essex 10/01/08 05/31/09 $111 $54', $165
New York Lake Placid Essex 06/01/09 08/31/09 $150 $54 $204
New York Lake Placid Essex 09/01/09 09/30/09 $111 $54 $165
Manhattan(includes the
boroughs of Manhattan, Bronx, Kings,New York, 10/01/08 12/31/08 $424
Brooklyn,the Bronx,Queens Queens,Richmond
New York and Staten Island) $360 $64
Manhattan(includes the
boroughs of Manhattan, Bronx,Kings,New York, 01/01/09 06/30/09 $349
Brooklyn,the Bronx,Queens Queens,Richmond
New York and Staten Island) $285 $64
Manhattan(includes the
boroughs of Manhattan, Bronx, Kings,New York, 07/01/09 08/31/09 $323
Brooklyn,the Bronx,Queens Queens, Richmond
New York and Staten Island) $259 $64
Manhattan(includes the
boroughs of Manhattan, Bronx, Kings, New York, 09/01/09 09/30/09 $424
Brooklyn,the Bronx,Queens Queens,Richmond
New York and Staten Island) $360 $64
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Season Season
State Primary Destination County Begin Lodging M&IE Total
Date End Date
New York Niagara Falls Niagara 10/01/08 04/30/09 $79 $44 $123
New York Niagara Falls Niagara 05/01/09 08/31/09 $97 $44 $141
New York Niagara Falls Niagara }09/01/09 09/30/09 $79 $44 $123
New York Nyack/Palisades Rockland $117 $49 $166
New York Poughkeepsie Dutchess $110 $54 $164
New York Rochester Monroe ' $101 $44 $145
Saratoga Springs/Schenectady Saratoga and 10/01/08 06/30/09 $150
New York Schenectady $106 $44
Saratoga Springs/Schenectady Saratoga and 07/01/09 08/31/09 $213
New York Schenectady $169 $44
Saratoga Springs/Schenectady Saratoga and 09/01/09 09/30/09 $150
New York Schenectady $106 $44
New York Syracuse Onondaga $94 $44 $138
Virginia Abingdon Washington 10/01/08 03/31/09 $79 $49 $128
Virginia Abingdon Washington 04/01/09 05/31/09 $72 $49 $121
Virginia Abingdon Washington 06/01/09 09/30/09 $79 $49 $128
Virginia Blacksburg Montgomery $80 $54 $134
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Charlottesville City of Charlottesville,
Virginia Albemarle,Greene $100 $44 $144 1
Chesapeake/Suffolk Cities of Chesapeake and 10/01/08 03/31/09 $133
Virginia Suffolk $89 $44
Chesapeake/Suffolk
Cities of Chesapeake and
04/01/09 05/31/09 $141
Virginia Suffolk $97 $44
Chesapeake/Suffolk Cities of Chesapeake and 06/01/09 08/31/09 $151
Virginia Suffolk $107 $44
Chesapeake/Suffolk Cities of Chesapeake and 09/01/09 09/30/09 $133
Virginia Suffolk $89 $44
Virginia Chesterfield/Henrico Counties Chesterfield/Henrico $93 $49 $142
Fredericksburg City Of Fredericksburg, $128
Virginia Spotsylvania $74 $54
Hampton City/Newport News Cities of Hampton City $125
Virginia and Newport News $81 $44
James City and York Counties, James City and York
Williamsburg Counties,City of 10/01/08 03/31/09 $129
Virginia Williamsburg $75 $54
James City and York Counties, James City and York
Williamsburg Counties,City of 04/01/09 08/31/09 $151
Virginia Williamsburg $97 $54
James City and York Counties, James City and York
Williamsburg Counties,City of 09/01/09 09/30/09 $129
Virginia Williamsburg $75 $54
Loudoun County Loudoun $140 $59 $199
Virginia Lynchburg Campbell,Lynchburg City $78 $44 $122
Virginia Manassas City of Manassas $101 $39 $140
Norfolk/Portsmouth Cities of Norfolk and $155
Virginia Portsmouth $96 $59
Virginia Richmond City City of Richmond 10/01/08 10/31/08 $129 $54 $183
Virginia Richmond City City of Richmond 11/01/08 08/31/09 $123 $54 $177
Virginia Richmond City City of Richmond 09/01/09 09/30/09 $129 $54 $183
Season Season
State Primary Destination County Begin End Date Lodging M&IE Total
Date
Virginia Roanoke City limits of Roanoke $96 $44 $140
Stafford/Prince William Stafford/Prince William $139
Virginia Counties $95 $44
Virginia Virginia Beach City of Virginia Beach 10/01/08 05/31/09 $88 $54', $142
Virginia Virginia Beach City of Virginia Beach 06/01/09 08/31/09 $151 $54 $205
Virginia Virginia Beach City of Virginia Beach 09/01/09 09/30/09 $88 $54 $142
Virginia Wallops Island Accomack 10/01/08 06/30/09 $87 $49 $136
Virginia Wallops Island Accomack 07/01/09 08/31/09 $121 $49', $170
Virginia Wallops Island Accomack 09/01/09 09/30/09 $87 $49 $136
Virginia Warrenton Fauquier $99 $44 $143
Cities of Alexandria,
Washington,DC Metro Area Fairfax and Falls Church; 10/01/08 10/31/08 $297
Virginia Arlington and Fairfax $233 $64
Cities of Alexandria,
Washington,DC Metro Area Fairfax and Falls Church; 11/01/08 06/30/09 $273
Virginia Arlington and Fairfax $209 $64
Cities of Alexandria,
Washington,DC Metro Area Fairfax and Falls Church; 07/01/09 08/31/09 $229
Virginia Arlington and Fairfax $165 $64
Cities of Alexandria,
Washington,DC Metro Area Fairfax and Falls Church; 09/01/09 09/30/09 $297
Arlington and Fairfax
Virginia $233 $64''
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