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Home My WebLink AboutAgenda - 09-10-20; Item 4 - Discussion of Travel Policies and Procedures for the Board of County Commissioners (BOCC) ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 10, 2020 Action Agenda Item No. 4 SUBJECT: Discussion of Travel Policies and Procedures for the Board of County Commissioners (BOCC) DEPARTMENT: Clerk to the Board/Board of County Commissioners’ Office ATTACHMENT(S): Draft County Commissioner Travel Policy INFORMATION CONTACT: David Hunt, Deputy Clerk, (919) 245- 2126 Allen Coleman, Assistant Deputy Clerk II, (919) 245-2127 PURPOSE: To discuss appropriate guidelines for travel and transportation required of elected officials conducting business for Orange County. BACKGROUND: The County has established policy and procedures for the purposes of authorizing and providing funds for County employees to travel for County business. These policy and procedures are approved by the Chief Financial Officer (CFO), administered by the Finance and Administrative Services department, and reviewed regularly. The policy and procedures apply to all Orange County departments and employees, except departments of elected officials. Elected officials may choose to follow the County’s policy and procedures or develop an alternate policy. The School of Government (SOG) at University of North Carolina at Chapel Hill encourages local governments to establish a County Commissioner/Elected Official travel policy as a best practice and for accountability. Over the years, the Clerk to the Board’s Office has included travel guidelines as part of the new Commissioners’ orientation guide and revised those guidelines as appropriate. Each County Commissioner receives a monthly car allowance of $200 for in-state travel. Note: The current annual operating budget does not include funding for travel and/or training items outside of the monthly car allowance. FINANCIAL IMPACT: Funding for conference registrations, training, and travel expenses are incorporated as part of the County’s Annual Operating Budget. No additional expenses are anticipated with the development of this policy. 1 SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item. ENVIRONMENTAL IMPACT: There are no Orange County Environmental Goal impacts associated with this item. RECOMMENDATION(S): The Manager recommends that the Board review and discuss the proposed County Commissioner Travel Policy and provide direction to staff, as appropriate. 2 Draft County Commissioner Travel Policy (Excerpt from BOCC Orientation Guide) 1 Purpose: This policy establishes appropriate guidelines for travel and transportation required of elected officials conducting business for Orange County. All travel and training for the Orange County Board of Commissioners (BOCC) will be budgeted as part of the Clerk to the Board’s departmental budget. Please contact the Clerk to the Board and/or the Office Manager by phone or email if you have any questions or need assistance. All county incurred expenses should be paid for by using your assigned County procurement card (p-card). Please remember, all financial transactions are considered Public Record and are subject to be requested and viewed. Monthly Car Allowance Covers the following items in relation to business of Orange County: • Use of personal vehicle/gas/miles driven within North Carolina Transportation (Outside of Orange County) Detailed receipts must be submitted to the Office Manager. Please indicate on the receipt the date and purpose. • A County vehicle may be available, and can be reserved upon request utilizing the County’s CarShare program: https://intranet.orangecountync.gov/Transportation/CarShare.asp) • Other modes of transportation - travel by airplane, rental vehicle, taxi, etc. will be paid at actual cost using your p-card. • Other travel related costs such as gas, parking fees and tolls will be paid at actual cost using your p-card. 3 Draft County Commissioner Travel Policy (Excerpt from BOCC Orientation Guide) 2 Meals Detailed receipts must be submitted to the Office Manager. Please indicate on the receipt the date(s), meal selection (Breakfast, Lunch, or Dinner), event name, and purpose. • Outside of Orange County – expenses related to meals and non-alcoholic beverages should be purchased using your County assigned p-card. • Meals within Orange County - only meals related to serving the public at "official functions" are eligible for reimbursement (Examples of “official functions” may include but not limited to: Mayors and Commissioner Meetings, Peer Elected Official/Staff Meetings}. Meals other than those for "official functions" that are purchased within Orange County solely for the convenience of the traveler are not eligible for reimbursement. • Tips related to eligible meals as outlined above should be paid for by using your County assigned p-card. • Tips for hospitality services (maid service, bellhop, etc.} should be paid for by using your County assigned p-card. Hotel & Lodging (Outside of Orange County) Detailed receipts must be submitted to the Office Manager. Please indicate on the receipt the date(s), event name, and purpose. • Payment will be made for actual costs (including deposits and taxes} using your County assigned p-card. • Reimbursement will not be made for hotel & lodging within Orange County. Other Costs The Clerk’s Office will handle transactions related to travel and/or training such as event registrations, conference materials, educational literature, etc. Please contact the Office Manager to coordinate any anticipated travel or training/registration requests. A detailed receipt must be submitted to the Office Manager if you chose to purchase materials, event registrations, etc. on your own. 4 Draft County Commissioner Travel Policy (Excerpt from BOCC Orientation Guide) 3 Travel Advance • Travel advances are not be allowed. Please use your County assigned p-card for travel related purchases. Budget • The Clerk’s Office will budget for County Commissioners’ travel and training each fiscal year. • For accountability purposes, a detailed financial report will be provided to the Board of County Commissioners quarterly regarding travel/training expenses incurred by each Commissioner • Please contact the Clerk to the Board and/or the Assistant Deputy Clerk I – Office Manager to confirm the availability of travel and/or training budgets. 5