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COUNTY OF ALPINE TRAVEL AND MEAL REIMBURSEMENT POLICY 1. STATEMENT OF GENERAL POLICY 1.1 The Travel Policy for Alpine County provides the framework for the reimbursement of expenses incurred by County employees while conducting work-related business, as approved by the Board of Supervisors. Authority to travel and reimbursements for customary and reasonable costs incurred for such travel, including meals, transportation, registration, lodging, parking, shuttle services and other related costs shall be in accordance with the policy and procedures provided herein. 1.2 Travel is limited to only those purposes that enhance the efficient and effective operation of County government. County employees traveling on County-related business shall do so by the most economical means reasonably available, both in terms of financial cost as a primary focus and productive time utilization as a secondary consideration. 1.3 Each department head shall be responsible for the proper administration of these rules except as otherwise specifically provided herein and will implement and enforce the policies established by the Board of Supervisors. 1.4 All training and travel-related costs shall have been budgeted by the department and approved by the Board of Supervisors. 1.5 Department heads are encouraged to contact the Alpine County Auditor to obtain approval before expenses are incurred when they are uncertain of specific allowable circumstances. 1.6 Whenever possible, County employees should take full advantage of any available government discounts and/or travel agency special rates. 1.7 County vehicles should be used, if available, when traveling on County business. 1.8 Employees may also use, as an option, their personal vehicle for travel on official County business providing they meet the following requirements: 1.8.1 A personal vehicle is herein defined as an automobile, van or truck. mopeds, scooters, bicycles or similar vehicles may not be used to conduct County business. 1.8.2 Vehicles shall be adequately insured. The liability insurance on any private vehicle used in County business must conform to the minimum requirements set forth in the financial responsibility section (16020) of the California Vehicle Code ($15,000/$30,000 liability and $5,000 property damage). 1.8.3 The vehicle shall be in safe mechanical condition adequate for providing required transportation in a sound manner. ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 2 1.8.4 The vehicle shall be equipped with, and each occupant shall be required to use, seat belts. 1.8.5 The cost of damage and/or wear-and-tear to a privately owned vehicle used on County business is the responsibility of the owner of the vehicle. 1.8.6 Employees not in compliance with these minimum standards shall not be authorized to drive their personal vehicle on County business. 1.8.7 It is the responsibility of the department head to ensure that written verification of such insurance (copy of proof of insurance) is current and on file in the department in advance of such travel. 1.9.1 Authority to travel and reimbursements for customary and reasonable costs incurred for such travel including meals, transportation, registration, lodging, parking and other related costs shall in accordance with policy and procedures contained herein. 1.10 All staff participating in travel must complete the County of Alpine Travel Request Form to obtain department head approval. 1.11 Any Supervisor Elect who opts to participate in the New Supervisors Institute presented by the California State Association of Counties shall be reimbursed travel expenses in accordance with the County of Alpine Travel and Meal Reimbursement Policy. Section 2. Travel Authorizations 2.1 Travel outside the State of California shall require approval by the Board of Supervisors. A travel request must be submitted for approval by the Board of Supervisors on its regular agenda prior to the date of travel. 2.2 Exceptions to this Policy include: 2.2.1 Travel to Nevada in the performance of County-related business. 2.2.2 Necessary travel involving apprehension, investigation, transportation of prisoners, dependents or wards of the court, prosecution or incarceration activities are exempt from the requirements of this section. 2.2.3 In keeping with Government Code Sections 1063 and 1770(f), any officer (or department head) shall not absent himself or herself from the State for more than thirty (30) days unless upon business for the State, County or judicial district, or with the consent of the Board of Supervisors. 2.3 The County will not reimburse for travel outside of the United States. 2.4 Travel advances will be processed, for conference registration, lodging, and meals. Travel advances will be processed in accordance with 2.5 et seq of this policy. ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 3 2.5 All such claims for any authorized advances relating to employee travel must indicate employee name(s), department, destination, dates of departure and return, and must be submitted no later than 15 business days prior to the date of the departure. 2.5.1 In addition, approved advances will require employees to provide full accountability for their travel expenses within forty-five (45) days of their return. 2.5.2 Such accountability will include providing the necessary itemized receipts for lodging, conference fees, and other travel-related expenses which necessitated the travel request. 2.5.3 Department heads are requested to assist the Auditor to insure that this process be followed through on a timely basis, but no later than Section 2.5.1, above. 2.5.4 Travel advances will be submitted 15 business days prior to the date of travel on the County of Alpine Travel Request Form and must include an itinerary for the training. The request shall be submitted by the employee participating in the travel, approved by the department head, and authorized by the County Administrative Officer. 2.5.5 Upon receipt of the authorized travel request, the Auditor shall process the travel advance timely and will make every effort to ensure payment is available prior to the date of travel. 2.5.6 Payment for registration, lodging, and transportation (except mileage) shall be made payable to the vendor directly. 2.5.7 Per diem advances will be made payable to the employee participating in the travel and shall be delivered employee by the last business date prior to departure of the travel. Per diem advances will not include any meals included with the training registration. 2.5.8 In the event that the anticipated travel does not occur, the department head shall be responsible for ensuring reimbursement of all unexpended travel funds to the Auditor within 5 working days of the first day the travel was to occur. Section 3. Travel Reimbursement for Mileage: Personal Vehicles 3.1 Mileage reimbursement for authorized in-County and out-of-County travel where an employee uses his or her own personal vehicle in accordance with the rates established by the Internal Revenue Service (IRS). 3.2 Mileage between home, the County vehicle yard, and the employee’s regular work site is considered to be personal commuting expense and is not reimbursable. 3.3 Employees temporarily assigned by their department head, during normal business hours and without prior notice, to a work location other than their regular work site, shall be ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 4 reimbursed for mileage, but only to the extent that such mileage is greater than normal commuting mileage. 3.4 Under circumstances where notice had been given by the department head, employees temporarily assigned to another work location shall not have their mileage reimbursed. Such mileage is considered to be personal commuting mileage. 3.5 Mileage costs associated with travel by an employee who leaves his or her residence to attend meetings or other functions at locations other than the employee’s regular work site without returning to his or her regular work site is fully reimbursable without deductions for the employee’s normal commuting mileage. 3.6 Mileage costs associated with travel by an employee driving between different work locations (after having first arrived at his or her regular work site) are fully reimbursable without deduction from employee’s normal commute mileage with the exception that mileage of the employee’s last work location is reimbursable only to the extent that it exceeds his or her normal commuting mileage home. 3.7 Request for reimbursement of mileage costs shall be listed separately on the County of Alpine Travel Request Form as approved and updated by the County Administrative Officer. 3.8 Requests for mileage reimbursement must include a MapQuest printout or other mileage calculator with claim. 4. Meal Reimbursement 4.1 General Meal Rates. Meal reimbursement, including gratuity and excluding alcoholic beverages, for employees shall be at the following rates and is subject to the following individual limits: 4.1.1 Breakfast: $ 10.00 4.1.2 Lunch: $ 15.00 4.1.3 Dinner: $ 30.00 4.1.4 Maximum daily rate (all meals): $ 55.00 4.2 Receipts Not Required. Receipts for meal reimbursement are not required, unless an employee uses a county credit card and the receipt is required as documentation of the expenditure. However, a Travel Reimbursement Claim form must be completed for any request for reimbursement, verifying that the expense was business-related pursuant to this Policy. 4.3 Daily travel within Alpine County. Daily food expenses will not be reimbursed for employees traveling on official County business within Alpine County, with the exception of those lunch meetings that the employee is required to attend, at the prior ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 5 specific and written direction of the department head, and during which County business is conducted with the public or representatives from organizations other than the County. In such cases, the department head will be required to submit adequate documentation in a manner and content acceptable to and prescribed by the Auditor. 4.3.1 Lunches with other County employees, whether or not County business is conducted, are not eligible for reimbursement. 4.3.2 Nothing in this Policy Is intended to construe an obligation for reimbursement to employees while performing his or her customary job duties in an overtime capacity. 4.4 Outside Alpine County. Food expenses will be reimbursed for employees traveling on official County business outside the boundaries of Alpine County, as follows: 4.4.1 In such cases where an employee is required to travel subsequent to the conclusion of his or her full work day, the employee is eligible for reimbursement of one meal (lunch or dinner). This includes the first day of travel where a conference or meeting is scheduled to commence the following day. 4.4.2 For business-related travel to and from Bear Valley when State Route 4 is closed, an employee is eligible for reimbursement of meal expenses, when required and/or approved by the department head. 4.5 Meals – Food Costs Associated with Local or Group Meetings. Generally, meal and/or food costs in connection with group meetings held either within or outside normal business hours are not a reimbursable event. However, the following exceptions to this rule apply: 4.5.1 Regarding business meals occurring outside normal business hours, in certain instances, the cost of business-related meal expenses may be allowed: a. It must be clearly shown that it was impractical to conduct the County’s business during the normal working hours and that the meal took place under conditions beyond the employee’s control. b. The employee must provide justification that the travel expense claim in addition to the department head approval. c. The justification statement must include the purpose or goal of each business-related meal and the unusual conditions that justify payment. d. The payment cannot, however, exceed the maximum amount allowable under the policy for the particular meal(s) in question. 4.5.2 Meals in connection with breakfast, lunch or dinner meetings with the public, directly related to departmental operations, and at the prior specific request of the department head, shall be reimbursed for actual reasonable cost of the meal if the charge for the meal is a fixed cost. ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 6 4.5.3 Food costs for departmental staff meetings either within or outside normal working hours will not be reimbursed unless, under special circumstances, prior written approval is first obtained from the County Administrative Officer (CAO). 4.5.4 Reasonable reimbursement of costs for lunch for individuals donating their time to sit as members of an oral interview board shall be allowed. 4.5.5 Reasonable cost of providing food for County-hosted functions, including but not limited to hosting of regional meetings, elections functions (poll workers’ meals, swearing-in ceremonies), 4.5.6 Reasonable reimbursement of costs for meals (not to exceed the per diem amount) for volunteers donating their time in an emergency situation shall be allowed. 4.6 Conferences. 4.6.1 Meal costs incurred during an employee’s time away from normal conference activities will be reimbursed at the regular County rate. 4.6.2 Where travel to a conference or training requires an employee to travel the day before, only one meal will be eligible for reimbursement. 4.6.3 Employees will not be reimbursed for meals if the cost of a meal is included in the conference fee either reimbursed or paid directly by the County. However, snacks and/or continental breakfasts are not considered to be meals in this context. Requests for reimbursement or travel advances must include a detailed agenda specifying the dates, times, and what is included in the registration fee (i.e. meals). 5. Travel Reimbursement for Lodging 5.1 An employee will be reimbursed for lodging expenses incurred on official County travel only if the employee is more than fifty (50) miles away from his or her normal work station or home (whichever is closer to the point of lodging). Such reimbursement is subject to the prior approval of the department head. 5.2 Overnight lodging will be reimbursed at actual lodging cost not to exceed One Hundred Ten Dollars ($110.00). For circumstances where a special rate for lodging is made available as part of a conference package, that rate will not be subject to the One Hundred Ten Dollar ($110) limit, provided the rate is a reasonable one given the geographic location of the lodging. 5.3 To be eligible for the lodging reimbursement, the employee must be authorized to travel to the designated area and must furnish a commercial lodging receipt for the day(s) of travel that indicates the location of the lodging. Lodging expenses can, as an option, be prepaid by the County. 5.4 Employees who equally share lodging expenses may claim one of the following: 5.4.1 The pro rata share of the room rate with receipt in their own name; or ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 7 5.4.2 The pro rata share of the room rate with a copy of the receipt noting the name of the other employee. 5.5 If an employee takes a companion, the employee must pay any difference between the cost of single occupancy and double occupancy. The employee may be required to provide verification of the room rates or separate invoice. 5.6 If an employee extends a trip for personal convenience, only the reasonable time of departure/return relating to County business should be claimed for reimbursement purposes. 6. Travel and Related Expenses Reimbursement Procedures 6.1 Each employee traveling on behalf of the County shall maintain and submit such records as may be required to substantiate requests for reimbursement These records are to be submitted to the County Auditor along with a Travel Reimbursement Claim Form within forty-five (45) days of incurred travel in order to be reimbursed for said expense(s). 6.2 Failure to adhere to the filing deadline requirement may result in the denial of the reimbursement claim by the County Auditor. 6.3 Receipts are not needed to be reimbursed for the following travel-related expenses (though an itemized Travel Reimbursement Claim form must be completed for reimbursement): 6.3.1 Meals subject to the maximum daily rates. 6.3.2 Bridge tolls. 6.3.3 Mileage reimbursement for use of personal vehicle (though a mileage report must be submitted). 6.3.4 Parking garage or parking meter cost of Ten Dollars ($10.00) or less per day. 6.3.5 Telephone, fax, or telecommunications charges related to County business of Two Dollars and Fifty Cents ($2.50) or less per claim. 6.3.6 Taxi, bus or other mass transit fares of Ten Dollars ($10.00) or less per day. 6.4 The following travel related expenses will not be reimbursed: 6.4.1 Personal phone calls. 6.4.2 Alcoholic beverages. 6.4.3 Entertainment (including related transportation costs). 6.4.4 Violations of legal requirements. 6.4.5 Valet parking, to the extent the valet service is in excess of self-parking. 6.4.6 Cleaning. 6.4.7 Fines. 6.4.9 Bails. ---PAGE BREAK--- County of Alpine Travel and Meal Reimbursement Policy January 23, 2009 Revised November 6, 2012 G:\Travel Policy Revision 6-6-2011.docx 8 7. Public Safety Emergencies – Provisions for Meals and Lodging Reimbursement of expenses related to public safety emergencies shall be subject to approval of the County Sheriff. 8. Commission and committee members 8.1 Notwithstanding any other provision therefore, all public members of any county commission or committee appointed by the Board of Supervisors may receive transportation reimbursement in accordance with the provisions of this Policy for attendance at commission meetings and for attendance at outside meetings authorized by the commission or committee. County employees serving on commissions or committees in their employment capacity will not be eligible for travel reimbursement under this section. Payments under this section will be made in accordance with the timeframes and provisions of this policy, subject to the approval of the County Auditor. FORMS AND ATTACHMENTS Travel Reimbursement Form Mileage Report