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517 <br /> <br /> Mr. Blair Bennett, Finance Director, reviewed the proposed revisions to <br />the County°s Travel Policy. Board members expressed concern regarding the <br />elimination of meal reimbursements to County employees for same day travel. Mr. <br />Bennett advised that this proposed regulation was necessary in order to comply <br />with Internal Revenue Service (IRS) requirements. <br /> UPON MOTION of Commissioner Payne, seconded by Commissioner Simmons and <br />unanimously carried, the Board approved the revised Travel Policy as presented <br />by Mr. Bennett. The Travel Policy as adopted was as follows: <br /> <br /> APPENDIX D <br />TRAVEL POLICY <br /> <br />Section 1. Policy Statement: The intent of this policy is to make <br />uniform provision for reimbursement of necessary expenses of <br />specific county employees who are required to travel within or <br />without the county boundaries in the performance of their duties and <br />in the interest of county affairs. <br /> <br />Section 2. Policy Administration: The respective department heads <br />are responsible for the administration of the provisions of this <br />policy and authorized to approve travel reimbursements except where <br />otherwise stated. <br /> <br />Section 3. Definitions: <br /> A. Necessary Expense - Ail reasonable charges, incurred by <br />an employee of the county, caused by travel in the interest of the <br />county, including transportation, lodging, meals, registration, and <br />related incidental expenses. It does not include fines, illegal <br />expenses, laundry charges, personal telephone calls, movie rentals, <br />or similar personal expense. <br /> B. Mileage Allowance - The amount authorized to be paid on <br />a per-mile basis for travel by privately owned vehicle. The mileage <br />allowance shall be twenty-five cents (25¢) per mile. <br /> C. Meals Allowance Reimbursement for the cost of meals <br />in connection with County business shall be at the following rates: <br />breakfast $5.00, lunch $6.00, and supper $15.00. The maximum meals <br />allowance for full days of authorized travel shall be $26.00 per <br />day. Meal reimbursement shall be limited to the established rates, <br />as detailed below. <br /> <br />Before 7:00 a.m. <br />Before 11:00 a.m. <br />Before 5:00 p.m. <br />After 7:00 p.m. <br /> <br />Departure Return <br />26.00 -0- <br />21.00 5.00 <br />15.00 11.00 <br />-0- 26.00 <br /> <br /> D. Non-overnight Travel In order to comply with IRS <br />regulations, there will be no reimbursements for meals during travel <br />that does not require sleep or rest (non-overnight travel). If the <br />registration fee includes a meal, the full cost for registration is <br />reimbursed, inclusive of the meal. <br /> E. Trip Sheet - A form provided for the traveler to fill out <br />upon completion of a specific trip, or trips within a given time <br />period prescribed by the department head, which lists all mileage, <br />private or public transportation, lodging, meals, registration, and <br />other expenses which are reimbursable. Receipts for lodging, <br />registration, and private or public transportation are to be <br />attached to and made a part of the trip sheet. For taxis, airport <br />limos, and buses, receipts may not be available or provided; <br />therefore, attach if possible. The trip sheet form must be approved <br />by the Department Head. Before acceptance for reimbursement, the <br />trip sheet must bear the approving signature of the appropriate <br />department head and the requesting employee. <br /> F. Transportation Cost of Employee Payment of mileage <br />allowance or actual cost of public transportation as applicable. <br />If rental vehicles are used for both business and non-business <br />purposes, reimbursement to the county for the non-business portion <br />will apply. <br /> <br /> <br />