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another person, who is not an employee occupies the same hotel room with an employee on an authorized trip, the employee must pay the difference between the single and double room rates. To receive reimbursement for lodging expenses, an itemized hotel bill must be attached to the travel voucher. (e) Registration Cost. Registration costs in excess of $100:98 must be paid directly by the eCounty. When an employee personally pays a registration fee, a receipt for payment should be obtained whenever possible and is preferable to a canceled check for reimbursement purposes. Additional registration costs for recreational and entertainment activities will not be paid by the County. Meal functions are not included in this requirement, and are eligible for payment by the county in lieu of the meal per diem payment. (f) Out- of-State Travel. Overnight out- of-state trips require prior approval by tl-e-a Deputy County Manager ue-Beh "•'^~~••~°'••°'~ ,except for transportation of prisoners and other law enforcement activities. Section G. )C~traordina-•v Travel or Cost In instances of travel not covered by this policy, or where the actual necessary costs exceed the maximum reimbursement allowed and the travel is in the best interest of the eCounty, the County Manager may approve reimbursement of actual cost beyond the maximums stated herein. However, the terms of reimbursement Hurst be determined before the travel occurs or before the cost is incurred. The County Manager shall approve or disapprove all other expense reimbursements not clearly defined in this policy or which have been questioned. Section 7. Travel Advances For "Travel Outside the County" and "Extraordinary Travel" eCounty employees may receive advances for travel expenses to avoid personal inconvenience or hardships. Using the approved h•ip voucherslueet, the employee nnrst submit a request, in writing, to the department head estimating the travel cost. The department head will review the request and forward it to tine Finance Department. Travel advance checks will not be issued for estimated expenses less than $200:98, unless a department head approves such an advance due to a personal hardship placed on an employee. Travel advances not settled within ten {-l8) working days tewith the Finance Department will else be subject to suspension fi•ouu future travel advances. feF-a--periec~~€-t-i+r3e-rrttc#~er~ pe~+}e~s}~etuc~eE!-de}~ s€-eeeutrtetrees: Each employee traveling utust obtain hiss or her own travel advance to facilitate e~ier• reconciliation of travel advances and U•avel vouchers, except in cases where more than one employee occupies the same hotel room and the entire lodging cost will be advanced to one employee. Travel advances will be issued no more than 30 clays prior to the employee's departure date. Immediately upon completion of the travel, the employee will present an approved trip slueet voucher to 4lre~itre+tee-i~~attttuerrt and return any money advanced in excess of the actual expenses approved on the trip sheet within ten {-1-9a working days to the Finance Department. Any amount advanced and subject to return to the county, not promptly refunded, may be deducted from pay due the employee. Section 8. Travel Procedure (a) The-f1 Deputy County Manager, upon recommendation of the department head, has the responsibility to determine whether the proposed travel is eligible for reimbursement of expenses. 80 Attachment number 5 Page 208 of 362 F-5