AG 2004 04 19 - Laserfiche WebLink

Home Browse Search

(1) Transportation cost (2) Meals (3) Lodging (4) Registration cost (5) Necessary incidental expenses d. Lodging - Reimbursement of lodging expenses incurred in counties contiguous to Cabarrus will not be authorized without prior approval by the County Manager. When more than one employee occupies the same hotel room, the total lodging expense should be reported on only one of the employees' travel vouchers. When 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 $100.00 must be paid directly by th6 county. 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 - More than one overnight out-of-state trip per fiscal year requires prior approval by the County Manager, except for transportation of prisoners and other law enforcement activities. Section 6. Extraordinary 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 county, the County Manager may approve reimbursement of actual cost beyond the maximums stated herein. However, the terms of reimbursement must 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" county employees may receive advances for travel expenses to avoid personal inconvenience or hardships. Using the approved trip sheet, the employee must submit a request, in writing, to the department head estimating the travel cost. The department head will review the request and forward it to the Finance Department. Travel advance checks will not be issued for estimated expenses less than $200.00. Each employee traveling must obtain his/her own travel advance to facilitate easier reconciliation of travel advances mud travel 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 days prior to the employee's departure date. 73