(A) No employee or official of the county shall receive or be allowed any lump sum expense allowance or contingent fund for personal or official expenses.
(B) Any employee or official of the county incurring expenses for approved travel shall be reimbursed as follows.
(1) Transportation. For all reasonable and necessary public transportation by economical means, the actual cost of fares, not to exceed costs for accommodations that are less than first-class if available. For the use of privately-owned vehicles, if advantageous to the county, mileage shall be reimbursed at the prevailing state rate in effect at the time reimbursement is sought.
(2) Lodging. Reimbursement shall be made on an actual expense basis for the cost of lodging with a receipt required on all expenses claimed. Reimbursement for lodging shall be made; provided, travel distance is greater than 50 travel miles each way from 222 St. Clair Street, Frankfort, Kentucky.
(3) Meals.
(a) Reimbursement shall be made on an actual expense basis for the costs of meals with a receipt required at the following rate per day:
1. In state rate.
a. Breakfast (6:30 a.m. to 10:30 a.m.): up to $7;
b. Lunch (11:00 a.m. to 2:00 p.m.): up to $11; and
c. Dinner (5:00 p.m. to 11:30 p.m.): up to $15.
2. Out of state rate.
a. Breakfast (6:30 a.m. to 10:30 a.m.): up to $12.50;
b. Lunch (11:00 a.m. to 2:00 p.m.): up to $15; and
c. Dinner (5:00 p.m. to 11:30 p.m.): up to $25.
(b) Note: subsistence cannot be claimed for meals included in registration fees. This can be modified provided the claimant has documentation the meals were inadequate or not provided as advertised. These rates are subject to executive modifications based upon the rates set by the commonwealth rules for travel.
(C) Tolls, parking, baggage and car rentals are allowed on an actual expense basis when reasonable and necessary and with receipt.
(D) The travel and expense reimbursement voucher must be completed, including required receipts and submitted to the County Judge/Executive within ten working days after returning from travel.
(E) All travel vouchers and required receipts shall be reviewed by the department head and Judge/Executive or designee. All vouchers shall be signed by the employee claiming reimbursement.
(F) Any travel reimbursement to high costs area shall be subject to prior supervisory approval.
(Ord. 4-2014, passed 7-31-2014, § 3.59)