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APPENDIX D <br /> <br />TRAVEL POLICY <br /> <br />EXISTING <br />POLICY <br /> <br />Section 1. Policy Statement <br /> <br />The intent of this policy is to make uniform provision for reimbursement of necessary expenses <br />of specific county employees who are required to travel within or without the county boundaries <br />in the performance of their duties and in the interest of county affair's. <br /> <br />Section 2. Policy Administration <br /> <br />The respective department heads are responsible for the administration of the provisions of this <br />policy and authorized to approve travel reimbursements except where otherwise stated. <br /> <br />Section 3. Definitions <br /> <br />a. Necessary Expense - All reasonable charges incurred by an employee of <br />the county caused by travel in the interest of the county, including transportation, <br />lodging, meals, registration, and related incidental expenses. It does not include <br />fines, illegal expenses, laundry charges, personal telephone calls, movie rentals, <br />or similar personal expense. <br /> <br />b. Mileage Allowance - The amount authorized to be paid on a per-mile basis <br />for travel by privately owned vehicle is the amount currently allowed by the IRS. <br /> <br />c. Meal Allowance - Reimbursement for the cost of meals in connection with <br />County business shall be at the rates as allowed by the IRS for North Carolina and <br />assigned by the Deputy County Manager for Administration. <br /> <br />d. Non-overnight Travel - In order to comply with IRS regulations, there will <br />be no reimbursements for meals during travel that does not require sleep or rest <br />(non-overnight travel). If the registration fee includes a meal, the full cost for <br />registration is reimbursed, inclusive of the meal, <br /> <br />e. Trip Sheet - A form provided for the traveler to fill out upon completion of <br />a specific trip, or trips, within a given time period prescribed by the department <br />head, which lists all mileage, private or public transportation, lodging, meals, <br />registration, and other expenses which are reimbursable. Receipts for lodging, <br />registration, and private or public transportation are to be attached to and made a <br />part of the trip sheet. For taxis, airport limos, and buses, receipts may not be <br />available or provided; therefore, attach, if possible. The trip sheet form must be <br />approved by the department head. Before acceptance for reimbursement, the trip <br />sheet must bear the approving signature of the appropriate department head and <br />the requesting employee. <br /> <br />71 7 <br /> <br /> <br />