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Home My WebLink AboutAgenda - 10-06-20; 8-j - Approval of the Board of County Commissioners (BOCC) Travel Policies and Procedures 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 6, 2020 Action Agenda Item No. 8-j SUBJECT: Approval of the Board of County Commissioners (BOCC) Travel Policies and Procedures DEPARTMENT: Clerk to the Board/Board of County Commissioners' Office ATTACHMENT(S): INFORMATION CONTACT: Draft County Commissioner Travel Commissioner-Chair, Penny Rich, (919) Policy 245-2130 Allen Coleman, Assistant Deputy Clerk II (919) 245-2127 PURPOSE: The purpose of this policy is to establish 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. On September 10, 2020, the Board of County Commissioners reviewed and discussed the proposed County Commissioner Travel Policy and Procedures document and provided direction to Chair Rich and staff for minor revisions. 2 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. SOCIAL JUSTICE IMPACT: There are no Orange County Social Justice Goal impact associated with this item. ENVIRONMENTAL IMPACT: There are no Orange County Environmental Goal impact associated with this item. RECOMMENDATION(S): The Manager recommends that the Board review and approve the proposed County Commissioner Travel Policy. 3 ORANGE COUNTY NORTH CAROLINA Draft County Commissioner Travel Policy (Excerpt from BOCC Orientation Guide) 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 expenses incurred while conducting county business 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 • A monthly car allowance is provided as part of each Commissioner's compensation package. The car allowance covers the use of personal vehicle/gas/miles driven within North Carolina. Transportation (Outside North Carolina) The Clerk's Office will handle all transactions related to travel out of state. Detailed receipts must be submitted to the Office Manager. Please indicate on the receipt the date and purpose. • Payment for gas while using a personal vehicle outside of the State of North Carolina should be paid for by using your County assigned p-card. • A County vehicle may be available to travel outside of North Carolina, and can be reserved upon request utilizing the County's CarShare program: https://intranet.orangecountVnc.gov/Transportation/CarShare.asp) Other modes of transportation — The Clerk's Office will arrange and pay for air travel outside of North Carolina. Other travel expenses such as rental vehicles, ride sharing services, taxis, gas, parking fees, tolls, etc. will be paid using your County assigned p-card. Meals Detailed receipts must be submitted to the Office Manager. 1 Revised 9/2020 4 ORANGE COUNTY NORTH CAROLINA Draft County Commissioner Travel Policy (Excerpt from BOCC Orientation Guide) 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" can be charged to your County assigned p-card. 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 should not be charged to your County assigned p-card and 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 and North Carolina) The Clerk's Office will handle all transactions related to travel and lodging (in or out of state) Detailed receipts must be submitted to the Office Manager. Please indicate on the receipt the date(s), event name, and purpose. • Payment for incidental expenses related to lodging (including deposits and taxes}will be paid using your County assigned p-card. • Reimbursement will not be made for hotel & lodging within Orange County. Event Registrations and Conference and Training Expenses The Clerk's Office will handle all transactions related to conference and training expenses (in or out of state) such as event registrations, conference materials, educational literature, etc. Please contact the Office Manager to coordinate any anticipated training/registration requests. In the case where a schedule change needs to be made, please contact the Office Manager as soon as possible to make them aware of the change. All additional expenses or changes must be paid for using your County assigned p-card. 2 Revised 9/2020 5 ORANGE COUNTY NORTH CAROLINA Draft County Commissioner Travel Policy (Excerpt from BOCC Orientation Guide) Travel Advance • Travel advances or stipends are not permitted. Please use your County assigned p- card for travel related purchases, including meals and additional conference materials/programs. 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. 3 Revised 9/2020