(A) Per diem expenses. Meal and incidental expenses (M&IE) allowances shall be provided in accordance with the published rates by the United States General Services Administration (GSA). A list of these published rates by locality shall be maintained by the County Auditor.
(1) A per diem allowance is allowed when the travel period is overnight or exceeds 18 hours.
(2) An allowance equal to the M&IE rate for the locality shall be allowed to cover the cost of meals, telegrams, telephone calls, reserving hotel accommodations, laundry, dry cleaning, tips and gratuities. Receipts need not be submitted to support this allowance.
(3) The M&IE rate shall be paid for each travel day except that employees are only eligible for only 75% of the total M&IE rate for the first day and last day of travel.
(B) Meal expense. For travel of less than 18 hours, but more than 12 hours, during the same calendar day when a night’s lodging is not required, an allowance of 75% of the total M&IE rate shall be provided.
(C) Lodging.
(1) The employee shall be reimbursed for the actual lodging cost, not to exceed the maximum lodging rate by locality, plus tax, as published by the GSA.
(2) Notwithstanding the above and foregoing, if there is a “convention rate” for lodging at the meeting(s) being attended by persons traveling, then and in that event the “convention rate” shall be allowed, and the amount over the sum of the GSA lodging rate per day for the locality shall be paid. A copy of the meeting brochure must be submitted with the travel voucher at the time of request for reimbursement.
(D) Memorandum of expenses. A memorandum of all travel expenditures chargeable to the county should be kept by individuals subject to these regulations. The information thus accumulated provides a basis for the proper preparation of travel vouchers.
(1993 Code, § 31.33) (Ord. 90-8, passed 11-14-1990; Ord. 2007-09, passed 8-15-2007)