AG 1994 12 19 - Laserfiche WebLink

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PROPOSED 12/19/94 3. When another person who is not a commissioner or an employee occupies the same hotel room with a comissioner on an authorized trip, the commissioner must pay the difference between the single and double room rates. 4. To receive reimbursement for lodging expenses, an itemized hotel bill must be attached to the travel voucher. C. Registration Cost ~ 1. Registration costs in excess of $100.0~ be paid directly by the county. 2. When a commissioner personally pays a registration fee, a receipt for payment should be obtained for reimbursement purposes. 3. Additional registration costs for recreational and entertainment activities will not be paid by the county. Meal functions are not included in this requirement, and eligible for payment by the county in lieu of the meal per diem payment. Section 7. 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 Board may approve reimbursement of actual cost beyond the maximums stated herein. Whenever possible, the terms of reimbursement must be determined before the travel occurs or before the cost is incurred. The Board shall approve or disapprove all other expense reimbursements not clearly defined in this policy or which have been questioned. Section 8. Travel Advances: For "Travel Outside the County" and "Extraordinary Travel", County Commissioners may receive advances for travel expenses, to avoid personal inconvenience or hardships. Once a trip is approved by the Board, the Commissioner must submit a request, in writing, to the Finance Director estimating the travel cost. The Finance Director will review the request and forward it for processing. Travel advance checks will not be issued for estimated expenses less than $200.00. Immediately upon completion of the travel, the Commissioner will present an approved travel voucher to the Finance Department and return any money advanced in excess of the actual expenses approved on the travel voucher within thirty (30) 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 Commissioner. Section 9. Travel Procedure: A. The Board has the responsibility to determine whether the proposed travel is eligible for reimbursement of expenses. B. If the trip is eligible for a travel advance, the Commissioner should make a written request, sufficiently in advance, to allow the request to be processed and a check prepared. C. Travel is performed. 3