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163 <br /> <br /> D. Trip Sheet - A form provided for the traveler to fill out upon <br />completion of a specific trip; or trips within a given time period <br />prescribed by the Department Head; which lists all mileage, private <br />or public transportation, lodging, meals, and other expenses which are <br />reimbursable. When obtainable, receipts are to be attached to and made <br />a part of the trip sheet. The trip sheet form must be approved by the <br />County Manager. Before acceptance for reimbursement, the trip sheet <br />must bear the approving signature of the appropriate Department Head <br />and the requesting employee. <br /> <br /> E. Transportation Cost of Employee - Payment of mileage allowance <br />or actual cost of public transportation as applicable. <br /> <br />IV. Authorized Travel Modes: <br /> <br /> A. County-owned Vehicle - This method of transportation is to <br />be used whenever a county vehicle is available. Exact operation <br />expenses may be authorized for reimbursement by the Department Head, <br />in unusual circumstances, where direct credit charges cannot be made to <br />the county and county gas, etc., is not available. <br /> <br /> B. Privately owned Vehicle - When no county vehicle is available, <br />this mode may be used if specifically authorized by the appropriate <br />Department Head. Reimbursement for operation expense shall be limited <br />to the mileage allowance. <br /> <br /> C. Public Transport - When no county vehicle is available, public <br />transportation may be authorized by the Department Head. Reimbursement <br />shall be for actual cost incurred. <br /> <br /> D. Local Travel - County employees, who by the normal nature of <br />their duties, are required to travel regularly within the county and <br />are individually authorized by the appropriate Department Head, are <br />eligible for reimbursement for transportation expense. <br /> <br /> E. Special Local Travel - County~employees, who in the interest <br />of the county and with Department Head approval, travel to schools, <br />conferences, meetings, etc. within the county may be reimbursed for: <br /> <br />(1) Transportation cost. <br />(2) Meals that are in connection with or are a <br /> part of the travel, meetings, etc. <br />(3) Necessary incidental expenses <br /> <br /> F. Travel Outside the County - Approved travel expenses outside <br />the county for county purposes or purposes in the best interest of the <br />county, for training conference, professional meetings, etc. may be <br />reimbursed, to the limits of the policy, for: <br /> <br />(1) Transportation cost <br />(2) Meals <br />(3) Lodging <br />(4) Necessary incidental costs <br /> <br /> G. Extraordinary Travel or Cost - In instances of travel not <br />covered by this policy, or where the actual necessary costs exceed the <br />maximum reimbursement allowed and the travel is in the best interest of <br />the county, the Department Head may approve reimbursement of actual cost <br />beyond the maximums stated herein. The County Manager shall approve or <br />disapprove all other expense reimbursements not clearly defined in this <br />policy, or which have been questioned. <br /> <br />V. Travel Procedur&: <br /> <br /> A. The appropriate Department Head has the responsibility to <br />determine from this policy, and the County Manager, whether the proposed <br />travel is eligible for reimbursement of expenses. <br /> <br /> B. The Department Head must approve or direct the travel and <br />approve the mode of transportation. <br /> <br /> <br />