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HomeMy WebLinkAboutAgenda - 06-07-2022; 8-g - Orange County ABC Board Travel Policy 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 7, 2022 Action Agenda Item No. 8-g SUBJECT: Orange County ABC Board Travel Policy DEPARTMENT: County Manager and Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: 1. ABC County Travel Policy Bonnie Hammersley, (919) 245-2300 Gary Donaldson, (919) 245-2453 PURPOSE: To approve the Orange County Alcoholic Beverage Control (ABC) Board's adoption and continued use of Orange County's travel policy. BACKGROUND: The North Carolina Alcoholic Beverage Control Commission requires that each local ABC Board adopt a travel policy. A local ABC Board can adopt the State of North Carolina's travel policy or use the travel policy of the County in which the ABC Board is located. In October 2016, the ABC Board made amendments to the policy pertaining to the required approval authority for overnight travel. Notice of overnight travel approved by the appropriate supervisory authority will be forwarded by the ABC General Manager and/or Board Chair to the County Manager. The Board of County Commissioners approved these amendments at its October 18, 2016 Board meeting. The ABC Board is now requesting approval for FY 2022-23. In order for the ABC Board to use the County's travel policy, the Board of County Commissioners has to approve the Orange County ABC Board's use of the travel policy on an annual basis. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item. ENVIRONMENTAL IMPACT: There are no Orange County Environmental Responsibility Goal impacts associated with this item. FINANCIAL IMPACT: There is no financial impact with approving the Orange County ABC Board's use of the County's travel policy. RECOMMENDATION(S): The Manager recommends that the Board approve the Orange County ABC Board's use of the County's travel policy for FY 2022-23. 2 ATTACHMENT I ORANGE COUNTY TRAVEL POLICY 1. Purpose To establish uniform procedures for authorization of travel by ABC employees and board members conducting ABC system business and to establish procedures for the reimbursement of the cost of authorized travel. 2. General The ABC system is committed to managing travel costs while providing a reasonable balance between the needs of the system and needs of the traveler. The policy of the system is to reimburse the employee/official traveling on authorized ABC business for all legitimate expenses incurred. The General Manager 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 ABC system is reasonable and necessary. All ABC system travel is subject to the availability of funds. 3. Policy Coverage All employees and board members of the ABC system, frill or part time, probationary, permanent, or temporary are covered by this policy. 4. Travel Authorization a. Overnight and Out-of-State Travel Prior to making an overnight or out-of-state trip, an employee or board member must obtain written authorization from the appropriate supervisor, as outlined below: Traveling Employee Approval Required ABC Staff General Manager General Manager ABC Board Chair ABC Board Member ABC Board Chair ABC Board Chair ABC Board of Directors Overnight travel will be authorized only for employees and board members traveling to destinations of at least 60 miles from the employee's normal place of work. Exceptions 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 employee or board member is 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. Notice of overnight travel approved by the appropriate supervisory authority will be forwarded by the General Manager and/or board chair to the County Manager. b. Non-overnight Travel Non-overnight travel may be authorized orally by the General Manager or Supervisor prior to malting 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 Statennent Form. Requests for less than $10,00 may be deferred and combined with subsequent months' requests. Travel expenses property 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 k Common carrier tickets or stubs `Parking charges 4 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; Meats Lodging 0 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'Fravel 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,P-Cards Orange County PrOCIAGUrelt cards can be used to pay for certain expenses both prior to and during the trip. Procurement cards must be activated on a case by case basis for travel, The employee's(or departrnent designee's) P-Card will only be authorized for travel if the Financial Services Department has a fully executed Travel Authorization Form a.Procurement Cards can be used to pay for; ® Airfare +Lodging ®Registration ORANGE COUNTY TRAVEL POLICY Page 2 of 5 &. Use of County Vehicles See Department of Public Works Vehicle Use Policy 9.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 reirribursed 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, Reinlblusement 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 Department 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. ORANGE COUNTY TRAVEL POLICY Page 3 of 5 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 Sta.temerrt, 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 will be in accordance with the meal portion of the second tier of M&IE (meals and incidental expense) rates established udder IRS guidelines which are currently the total M&IE 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 M&IE 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)Parldag 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 ruinate telephone call is authorized. Business telephone calls will be reimbursed with sufficient justification using the "Gravel and Expense Statement, (7)Non-reimbursable Items +Alcoholic Beverages +In Room Movies +Family or Other Traveling Companions'Expenses Waid 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-refiindable items must be reported to the Financial Services Department. ORANGE COUNTY TRAVEL POLICY Page'4 of 5 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 only 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, 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 required for rcimbursement when registration fees are paid by the employee. (5)Parking A paid receipt is required for reimbursement of this expense. 10. Responsibilities It is the responsibility of the Financial Services Department to manage this policy. Financial 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, Once Financial Services receives a fully executed Travel Authorization Form, they will retain both the original copy and an electronic copy. Financial Services will send an electronic copy of the executed form via email to the employee and/or Department designee. it is the responsibility of the employee or department designee to work with the Purchasing Agent to authorize travel on the appropriate P-Card Revisions and dissemination of this policy are the responsibility of the Financial Services D eparknlent, Effective July 1, 2009(revised 11-18-2014) ORANGF,COUNTY TRAVEL POLICY Page 5 of 5