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518 Section 4 Authorized Travel Modes' A. County-owned Vehicle This method of transportation is to be used whenever a county vehicle is available.' Exact operation expenses may be authorized for reimbursement by the department head, in unusual circumstances, where direct credit charges cannot be made to the county and county gas, etc., is not available. B. Privately owned Vehicle - When no county vehicle is available, this mode may be used if specifically authorized by the appropriate department head. Reimbursement for operation expense shall be limited to the mileage allowance. C. Public Transport - When no county vehicle is available, public transportation may be authorized by the department head, reimbursement shall be for actual cost incurred. Section 5. Travel Destination: A. Local Travel County employees, who by the normal nature of their duties, are required to travel regularly within the county and are individually authorized by the appropriate department head, are eligible for reimbursement for transportation expense. B. Special Local Travel County employees who, in the interest of the county, and with department approval, travel to schools, conferences, meetings, etc. within the county, may be reimbursed, to the limits of the policy, for: (1) Transportation cost. (2) Registration cost. (3) Necessary incidental expenses. C. Travel Outside the County Approved travel expenses outside the county for county purposes or purposes in the best interest of the county, for training, conferences, professional meetings, etc. may be reimbursed, to the limits of the policy, for: (1) Transportation cost. (2) Meals. (3) Lodging. (4) Registration cost. (5) Necessary incidental costs. 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 $100.00. Immediately upon completion of the travel,'the employee will present an approved trip sheet to the Finance Department and return any money advanced in excess of the actual expenses approved on the trip sheet within ten (10) 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 employee. Section 8. Travel Procedure: A. The County Manager, upon recommendation of the department head, has the responsibility to determine whether the proposed travel is eligible for reimbursement of expenses.