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HomeMy WebLinkAboutP-0265 - Amendment Update Travel Policy Meal Per Diem Reimbursement Rates 02-03-2009-4mORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 3, 2009 Action Agenda Item No. SUBJECT: Update Travel Policy Meal Per Diem Reimbursement Rates DEPARTMENT: Finance PUBLIC HEARING: (YIN) No ATTACHMENT(S): Travel Policy (with Proposed Revisions Shown) Exhibit A — GSA Per Diem Example INFORMATION CONTACT: Gary Humphreys 245 -2453 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 2 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. -Dda65 3 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 IN ♦ 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 DeRartment 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. 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. (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 guidelines which are currently the total MWE 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 MWE 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_ (4) Registration Fees Conference, convention or training registration fees may be paid in advance by the County or the traveler. Paid receipts are required for reimbursement when fees are,paid by the traveler (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 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 .(I) Advances With the exception of registration fees, travel advances will not be made for non - ovemight travel. ­-f Deleted: is 533.00 Deleted: Meal rohnbursenents for overnight and out -of -state trips wall be made according to the follmving schedule: I Breakfast 55.00 I Luna,: S8.00 t Dinner: $20.00 Deleted: not Deleted• in advance (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. or- %ith the , r the apompFiae supeMsen The daily all ee r Meal reimbursements will be madejn accordance with the establisbed per diem rates,------------------------------------------------- - - -- -- (4) Registration Fees Fees may be paid in advance by the County or employee. Paid receipts are required for reimbursement when registration fees arejlaid by the employee --------------------------------------- (5) Parking A paid receipt is required for reimbursement of this expense. W Deleted: according to the following schedule: j Deleted: Breakfast S5.00I Lunch: Ss.00 I Dinner S13.00 Deleted: not Deleted: in advance 9. Responsibilities It is the responsibility of the Financial Services Department o mana &Ee 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. F EXHIBIT A - Reimbursement example Below is the table which breaks down the ME 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. 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 M8:IE : Total End Date (Atlanta (Fulton, Dekalb and Cobb I I 1 $1411 $491 $1901 Gwinnett $1 lGeorgia jJe k II Island/ Brunswick jGlynn uaiuuva lutflavivu I Iwo v+� w Peachtree City / Jonesboro / Fayette / Coweta / $121 Georaia Morrow / Newnan Clayton $n I New York 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 1 $98 $49' $147 and New York New York I Lake Placid Lake Placid t_ssex Essex wiU uvo 06/01/09 jualolluv 08/31/09 $150 y� Si4 $204 New York Lake Placid Essex 09/01/09 09/30/09 $111 s54i $165 Manhattan (includes the boroughs of Manhattan, Bronx, Kings, New York, 10/01/08 12131/08 $424 Brooklyn, the Bronx, Queens Queens, Richmond New York and Staten Island) $360 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 $54 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 09/30109 $424 Brooklyn, the Bronx, Queens Queens, Richmond New York and Staten Island $360 $64' Season Season State Primary Destination County Begin End Date Lodging M81E; Total Date New York Niagara Falls Nia ara 10/01/08 04/30/09 $79 $44 $123 New York Niaaara Falls Niagara 05/01/09 08/31/09 $97 $44' $141 New York N ack / Palisades Rockland 10/01/08 10/31/08 $117 $491 $144 New York Poughkeepsie Dutchess 10/01/08 03/31/09 $110 $54 $164 New York Rochester Monroe 09/01109 09/30/09 $101. S44' $145 New York Saratoga Springs / Schenectady Saratoga and Schenectady 10/01/08 06/30/09 $106' $44 $150 New York Saratoga Springs / Schenectady Saratoga and Schenectady 07/01/09 08/31/09 $169 $44' $213 New York Saratoga Springs / Schenectady Saratoga and Schenectady 09/01/09 09/30/09 $106 $44 $150 is Virginia Charlottesville City of Charlottesville, Albemarle, Greene 10/01/08 10/31/08 $100 $44 $144 Virginia Chesapeake / Suffolk Cities of Chesapeake and 10/01/08 03/31/09 $89 $44' $133 Vi inia Richmond City Suffolk 09/01109 09/30/09 $129 $54; $183 State Chesapeake /Suffolk Cities of Chesapeake and 04/01/09 05/31/09 $97 $44 $141 Virginia lRoanoke Suffolk $96 $441 $140 Vi inia Chesapeake / Suffolk Cities of Chesapeake and 06/01/09 08/31/09 $95 $44 $151 Virginia Virginia Beach Suffolk 10/01/08 05/31/09 $107 $54! $142 Virginia Chesapeake / Suffolk Cities of Chesapeake and 09/01/09 09/30/09 $89 $44! $133 Virginia Virginia Beach Suffolk 09/01/09 09/30/09 $88 $541 $142 Chesterfield / Henrico Counties Chesterfield / Henrico 10/01108 107/01/09 06/30/09 $939; $49 $142 Virg inia lWallops Island jAccomack 08/31/09 1 $121 $49 $170 Fredericksburg City o +tedlrssblll� $74 $54= $128 Virginia S NltiS, , 'r Virginia Hampton City / Newport News Cities of Hampton City and Newport News $81 $44 $125 James City and York James City and York Counties, Counties, City of 10/01/08 03/31/09 $129 Virainia Williamsburg Williamsburg $75 $54 James City and York James City and York Counties, Counties, City of 04/01109 08/31/09 $151 Virginia Williamsburg Williamsburg $97 $ James City and York James City and York Counties, Counties, City of 09/01/09 09/30/09 $129 Virqinia Williamsburg Williamsburg $75 $54 Virginia Loudoun County Loudoun $140 $59 $199 Lynchburg Campbell, Lynchburg City $78 $122 Virg Virginia Manassas C' of Manassas $101 $391 $140 .. Norfolk / Portsmouth Cities of Norfolk and �_...� AQR R 59! $155 Virginia Richmond City City of Richmond 10/01/08 10/31/08 $129 $54 1 $1 S3 Virginia Richmond City City of Richmond 11/01/08 08/31/09 $123 $54' $177 Virginia Richmond City City of Richmond 09/01109 09/30/09 $129 $54; $183 State Primary Destination County Season Begin Date Season End Date Lodging MI$I ! Total Virginia lRoanoke City limits of Roanoke $96 $441 $140 Vi inia Stafford / Prince William Counties Stafford / Prince William $95 $139 Virginia Virginia Beach City of Virginia Beach 10/01/08 05/31/09 $88 $54! $142 Virginia Virginia Beach City of irginia Beach 06/01/09 08/31/09 $151 $54', $205 Virginia Virginia Beach City of Virginia Beach 09/01/09 09/30/09 $88 $541 $142 Wallops Island lAccomack 10/01108 107/01/09 06/30/09 $87 $49 $136 ,Virginia Vir inia lWallops Island jAccomack 08/31/09 1 $121 $49 $170 0 Virginia Wallops Island Accomack 09/01/09 09/30/09 $87 __$49 $136 Virginia Warrenton Fau uier $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 Vir inia Arlington and Fairfax $209 $ Cities of Alexandria, Washington, DC Metro Area Fairfax and Falls Church; 07/01/09 08/31/09 $229 Vir inia Arlington and Fairfax $165 $64; Cities of Alexandria, Washington, DC Metro Area Fairfax and Falls Church; 09/01/09 09/30/09 $297 Virginia Arlington and Fairfax $233 __ ,.- $64'