HomeMy WebLinkAboutPolicy - Orange County 2014 ABC Board Travel Policy 2
ORANGE COUNTY TRAVEL POLICY
1. Purpose
To establish uniform procedures for authorization of travel by Orange County employees
conducti ng County busi ness and to establ i sh procedures f or the rei mbursement 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
avai I abi I i ty of f unds so that the cost of travel to the County i s reasonabl a and necessary.
A I I County travel i s subj ect to the avai I abi I i ty of f unds.
3. Policy Coverage
A I I empl oyees of the County, f ul I or part ti me, ei ther probati onary, permanent, or temporary
are covered by this policy, including the County Manager, the County Sheriff, the Register of
Deeds, and al I others subj ect to Department Head approval, such as vol unteers and advi sory
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
I east 60 mi I es f rom the empl oyee's normal pl ace of work. Excepti ons may be made on a
case-by-case basis when the employee needs to stay beyond the normal work day
(Conference or workshop schedule starts before 8:00 or extends beyond 6:00 PM or
empl oyee i s responsi bl e f or organi zi ng conf erences, workshops and semi nays). Overni ght
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
requi red for thi s travel.
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5. Reimbursement after Travel
The traveler may elect to pay al I expenses out of personal funds and request rei mbursement
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
Fi nance wi thi n the prescri bed ti me I i mi t wi I I be rei mbursed on the next schedul ed 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 f of lowing travel expenses:
♦ Hotel/Motel charges
♦ Common carrier tickets or stubs
♦ Parking charges
♦ Regi strati on and workshop recei pts
♦ Rental car recei pts
♦ Gasol i ne, motor of I and repai r servi ce recei pts
6. Travel Advances
A traveler may request an advance usi ng the Travel Authorization Advance Form. Advances
are authorized for overnight travel only, with the exception of registration fees.
a A travel advance may i nd ude al I owances f or:
♦ Meals
♦ Lodging
♦ Registration
♦ Personal vehi cl a mi I eage
b. I f a travel advance i s requested, the requester shal I prepare a Check Request Form
for each check requested. After requi red si gnatures are obtai ned, the check request(s)
shal I be f orwarded to the Fi nance Department no I ess than f i ve worki ng days pri or 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 Report (For Travel Advance
Receipts). 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 Publ i c Works Vehi d e Use Pbl i cy
8. Allowable Expenses
a Overnight Travel
(1) Transportation
Personal Vehicle - Transportation shall be by the most direct route. A
travel er may el ect to use a personal vehi d e i n I i eu of coach d ass ai r, though
I i vi ng expenses wi I I be rei mbursed onl y for the peri od requi red based on
ai rpl ane travel ti me, unl ess the use of the empl oyee's personal vehi d e i s f or
the conveni ence of the County. Rei mbursement f or use of a personal vehi cl e
i s at the prevai I i ng non-taxabl a rate per mi I e al I owed by the I RS, or ai r coach
rate, whi chever i s I ess. The Fi nand al Servi ces Department shad I adj ust the
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mi I eage rate when i t recei ves noti f i cati on of a mi I eage rate change to be
effective at the later of the beginning of the subsequent month or whenever
the new rate is effective.
Air Travel- I t i s the travel er's responsi bi I i ty to acqui re the best ai r travel rate
avai I abl e. When a travel er can show a net savi ngs on a ai rl i ne ti cket 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 shoul d be taken i nto consi derati on when computi ng thi s net
savi ngs.
Requests for rei mbursements shoul d be made usi ng the Travel and Expense
Statement. All applicable paid receipts should be attached to ensure
rei mbursement.
Rental Car - With prior written authorization from the County Manager, the
cost of renti ng an automobi I e wi I I be al I owed i f i t i s determi ned that no other
mode of transportati on i s as economi cal or practi cal. For rei mbursement, a
val i dated pai d recei pt must be attached to the travel er'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
i nsurance program.
Other Expenses - Bus, taxi and subway fares are additional allowable
expenses.
Traffic Violations -Traff i c vi of ati ons such as, but not I i mi ted to, parki ng and
speeding tickets are the responsibility of the traveler and will not be
rei mbursed.
(2) Lodging
Lodgi ng expenses wi I I be rei mbursed at the actual cost of the room, provi ded:
-The I odgi ng i s reasonabl y pri ced i n rel ati on to the area.
-The travel er takes advantage of sped al conventi on or negoti aced rates.
The Finance Department reviews in advance the requested lodging
reimbursement rate. Any rate not in accordance with the above provisions
requi res the County M anager's advance approval.
For rei mbursement, the pal d bi I I f or I odgi ng must be attached to the travel er's
Travel and Expense Statement.
A County traveler sharing a room with a non-county employee will be
rei mbursed at the si ngl a occupancy rate only.
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(3) Meals
The dai I y allowance for meals for in-state travel wi I I be i n accordance with
the meal porti on of the second ti er of M&I E (meal s and i nd dental expense)
rates establ i shed under I RS gui del i nes whi ch are current)y the total M&I E
rate I ess$3 per day . The dai I y al I owance f or meal s f or out of state travel wi I I
be pai d i n accordance wi th the meal porti on of the M&I E rates establ i shed
under I RS gui del i nes f or the travel desti nati on I ocati on. M eal s f or parti al 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
Conf erence, conventi on or trai ni ng regi strati on f ees may be pai d i n advance
by the County or the travel er. Pai d recei pts are requi red f or rei mbursement
when f ees are pai d by the travel er.
(5) Parking Fees
Pai d recei pts are requi red f or rei mbursement of parki ng f ees. Ti ps to parki ng
attendants wi I I not be rei mbursed.
(6) Telephone Charges
A personal "saf a arri val" three mi nute tel ephone cal I i s authori zed. Bud ness
telephone cal I s will be reimbursed with sufficient justification using the
Travel and Expense Statement.
(7) Non-reimbursable Items
+A I cohol i c Beverages
♦I n Room M ovi es
♦Fami I y or Other Travel i ng Compani ons' Expenses
♦M ai d Services
♦Red Cap Servi ces(except f or those wi th a handi cap or sped al needs)
(8) Cancellations
I n the event of cancel ed travel pl ans, i t i s the travel er's respond bi I i ty to
pursue al I avai I abl a ref unds. The County wi I I rei mburse non-ref undabl a costs
if the cancel I at on i s the resul t of a County art on, an emergency, or any other
situation deemed reasonable by the appropriate department head or
supervi sor. Non-ref undabl e i tems must be reported to the Fi nand al Servi ces
Department.
b. Non-overnight Travel
(1) Advances
With the exception of registration fees, travel advances wi I I not be made for
non-overni ght travel.
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(2) Transportation
County employees are encouraged to use County-owned vehi des instead of
personal vehicles when avai I abl e. When travel is authorized by personal
vehi d e, rei mbursement i s al I owed at the prevai I i ng non-taxabl a rate per mi I e
al lowed by the I Internal Revenue Service.
(3) Meals
An employee involved in one day or partial day travel shall be reimbursed for
meals only when the destination is located at least 35 miles from the
empl oyed s normal pl ace of work or such expenses are i ncurred as a resul t of
attendance at a formal workshop, conference, or seminar. Meal
reimbursements will be made in accordance with the established per diem
rates.
(4) Registration Fees
Fees may be paid in advance by the County or employee. Paid receipts are
requi red for reimbursement when registration fees are paid by the empl oyee.
(5) Parking
A pai d recd pt i s requi red f or rei mbursement of thi s expense.
9. Responsibilities
I t i s the responsi bi I i ty of the Fi nand al Servi ces Department to manage thi s pol i cy. Fi nand al
Servi ces wi I I revi env the requests for rei mbursements and ensure al I provi si ons of thi s pol i cy
have been followed. Once any travel discrepancies have been reconci I ed with the appropriate
Department Head, Supervisor, or traveler, a Finance Department representative will ensure
ti mel y payment of the travel er's expenses.
Revi si ons and di ssemi nati on of thi s pol i cy are the responsi bi I i ty of the Fi nand al Servi ces
Department.
Effective July 1, 2009
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