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Appendix ~ T><•avel Policy Remove -becomes an administrative policy. Section 1. Policy Statement Tlte-it~tettt-a€-tThis policy provides +s-te-tttel:-e-uniform }~revprocedures for reimbursement of necessary expenses of speei€ie county employees who are required to travel within or iv-itltettt-Elte-outside of eCounty boundaries in the performance of their duties and in the interest of eCounty affairs. Section 2. Policy Aclminish•ation The respective department heads are responsible for the administration of the provisions of this policy and authorized to approve travel reimbursements except where otherwise stated. Section 3. Definitions (a) Necessary Expense. All reasonable charges incurred by an employee of the eCounty caused by travel in the interest of the eCounty, including transportation, lodging, meals, registration, and related incidental expenses. It does not include fines, illegal expenses, laundry charges, personal telephone calls, movie rentals, or similar personal expense. (b) Mileage Allowance. The amount authorized to be paid on a per- mile basis for travel by privately owned vehicle is the amount currently allowed by the IRS. (c) Per Diem Allowance. Reimbursement for the cost of meals in connection with County business shall be at the rates as allowed by the IRS for North Carolina and assigned by the Deputy County Manager for Administration. (d) Non- overnight Travel. In order to comply with IRS regulations, there will be no reimbursements for meals during U•avel that does not require sleep or rest (non- overnighttravel). If the registration fee includes a meal, the full cost for registration is reimbarsed, inclusive of the meal. (e) Trip SlteetVoucher. A form provided for the traveler to fill out upon completion of a specific trip, or trips, within a given time period prescribed by the department head, which lists all mileage, private or public transportation, lodging, meals, registration, and other expenses which are reimbursable. Receipts for lodging, registration, and private or public transportation are to be attached to and made a part of the trip vouchcrslteet. For taxis, airport limos, and buses, receipts Wray not be available or provided; therefore, attach, if possible. The trip slteet_voucher form must be approved by the department head. Before acceptance for reimbursement, the trip sheet-voucher must bear the approving signature of the appropriate department head and the requesting employee. (f) Transportation Cost of Employee. Payment of mileage allowance or actual cost of public transportation as applicable. If rental vehicles are used for both business and non- business purposes, reimbursement to the county for the non-business portion will apply. Section 4. Authorized Travel Modes 78 Attachment number 5 F-5 Page 206 of 362