(A) Prior to arranging for overnight travel, a travel request form shall be submitted to the County Finance Officer and the Judge-Executive for written approval one month prior to the travel. Budgetary restriction will apply and determine final approval. Subject to budgetary limitations, any officer or employee of the county incurring expenses for approved travel on behalf of the county shall be reimbursed for allowable out-of-county travel expenses as follows:
(1) Room costs: reimbursement for actual amount on receipt. No taxes will be reimbursed;
(2) Meal costs: for overnight travel
only,
per diem will be $30/day;
(3) Mileage: rate paid by the commonwealth if travel by personal vehicle is required. No mileage will be paid for county vehicles;
(4) No receipts required only conference/training agenda. If a meal is provided by conference/training, then there is no reimbursement for that meal;
(5) Air fare: lowest coach fare. County Judge approval required;
(6) Other expenses: tolls, parking and similar expenses. Expenses shall be necessary and reasonable. No expenses shall be reimbursed which are not directly related to job-related purposes or other county business purpose. Receipts or notarized statements are required; and
(7) Higher reimbursement rates may be authorized due to travel site (i.e., high rate areas). commonwealth regulations shall be utilized for guidance.
(B) Any out of town travel other than by an elected official shall be approved by the court prior to the travel. Meeting notices supporting travel shall be submitted with the travel request, when available.
(C) (1) The request for reimbursement form must be completed (including required receipts) and submitted to the County Judge within 30 days after returning from travel.
(2) The request for reimbursement form must be signed by the employee requesting reimbursement, the department director, and the County Judge.
(Ord. 21.230-1, passed 7-8-2021; Ord. passed 7-13-2022; Ord. 23.230-1, passed 7-13-2023)