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HomeMy WebLinkAboutAgenda - 03-05-1997 - 8c r I ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 5, 1997 Action Agenda Item No. 8 e, SUBJECT: Orange County Travel Policy DEPARTMENT: Finance PUBLIC HEARING: (Y/1S) BUDGET AMENDMENT: (Y/N) ATTACHMENT(S): INFORMATION CONTACT: Proposed Travel Policy Ken Chavious, ext 2453 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 9684501 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 years. Staff have developed a revised travel policy that would update and replace the current policy. While most aspects of the revised policy are similar to the current policy,there are 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which include: • specifying allowable meal reimbursement rates for in-state and out-of-state travel • replacing outdated per diem rates with a provision that travelers will be reimbursed the cost of approved lodging, if supported by a paid bill that is reasonable in relation to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 area • specifying non-reimbursable items • providing dW 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 Staff considered provisions from the current travel policies of other local governments and State government in developing the proposed revised policy. Orange County department heads have also reviewed the proposed policy, and their suggested changes have been incorporated in the proposed policy revision. 2 x 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 The previous policy, laid out in Section 9.0 of Article III of the Orange County Personnel Ordinance, would be rescinded.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 Board approve the revised travel policy. 3 POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: March 5, 1997 NUMBER: 0265 EFFECTIVE DATE: March 5, 1997 REVISIONS: POLICY: 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 1 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 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. 2 J 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 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. 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, thefR 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. 3 6 (2) Lodging Lodging expenses will be reimbursed at the actual cost of the room when supported by a paid bill,provided that the employee seeks reasonably priced lodging in accordance with prevailing rates in the travel area. Travelers should take advantage of special convention or negotiated rates. For reimbursement,the paid bill 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 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 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 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) 4 7 (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 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 Fees may be 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. 5 t 8 t 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. 6