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(a) Whenever any person in the service of the County is required to conduct business on behalf of the County, a request may be made for a prepayment of County business expenses and expenses incidental to such County business. Such a request is to be made on a form prescribed by the Auditor & Controller. The minimum advance allowable is $100.
(b) Prepayments will be approved based on allowable maximum reimbursement per GSA per diem rates for the actual time on travel status. The times and dates for beginning and ending travel status together with the estimated lodging, meals and other expense should be accurately set forth.
(c) Prepayments normally should be requested no later than ten (10) working days, but not more than 30 days before departure.
(d) Upon the presentation of an approved request filed in accordance with procedures prescribed by the Auditor & Controller, a warrant shall be drawn payable to such person in the amount of the prepayment.
(e) Within 10 days after return, the person receiving such prepayment shall file with the Auditor & Controller a statement per Section 473 for the County business for which a prepayment was made and pay to the County any unexpended balance. An individual may not request or receive another prepayment until any outstanding prepayments have been settled.
(Amended by Ord. No. 7771 (N.S.), operative 8-2-90; amended by Ord. No. 9878 (N.S.), effective 10-18-07; amended by Ord. No. 10315 (N.S.), effective 1-7-14; amended by Ord. No. 10362 (N.S.), effective 1-1-15; amended by Ord. No. 10635 (N.S.), effective 12-19-19)
(a) Unless otherwise authorized, the mode of transportation for out-of-County business shall be by the most appropriate available public carrier as determined by the Auditor & Controller.
(b) The Chief Administrative Officer may authorize County business by privately owned vehicle or aircraft in lieu of public carrier.
(c) The head of any County office, department or institution is authorized to allow and direct any subordinate person in the service of the County who is authorized to participate in authorized County activities within the County to use a privately owned vehicle or aircraft. The Chief Administrative Officer is authorized to allow and direct such use of private conveyance for any person in the service of the County who is authorized to participate in authorized County activities within the County. Authorization shall be granted in accordance with rules and regulations and on forms prescribed by the Auditor & Controller.
(Amended by Ord. No. 7716 (N.S.), operative 3-1-90; amended by Ord. No. 7771 (N.S.), operative 8-2-90; amended by Ord. No. 10315 (N.S.), effective 2-6-14; amended by Ord. No. 10362 (N.S.), effective 1-1-15; amended by Ord. No. 10635 (N.S.), effective 12-19-19)
Before authorization for use of a privately owned vehicle may be granted, the person in the service of the County must possess a valid California driver license and have in force current, minimum insurance for liability and property damage as specified by the State of California. Before authorization for use of a privately owned aircraft may be granted, the person in the service of the County must possess a valid aircraft operator license and have in force current, minimum insurance for liability and property damage as specified by the State of California. Authorization for both privately owned vehicles and aircraft expire on the same date as the expiration of the license and insurance coverage of the person so authorized and may be renewed upon proof of renewal. It is the responsibility of the County Officer authorizing use of a private conveyance to verify compliance by the person so authorized with license and insurance requirements.
(Amended by Ord. No. 10362 (N.S.), effective 1-1-15)
(a) The head of any County office or department, upon approval of the Chief Administrative Officer, and any member of the Board may provide at County expense or be reimbursed for the expense of providing meals to any person in the service of the County, including themselves, when such persons in performing their duties are attending conferences or meetings, at which County business is conducted during a meal period. The cost of such meals shall not exceed the amounts specified in Section 472. Reimbursement for such expenses shall be on an exceptional basis rather than a routine basis. Meetings should be scheduled outside of meal periods whenever possible. Exceptions can be made only when it can be clearly demonstrated that the County will either directly or indirectly benefit from such expenses.
(b) Any member of the Board and head of any County office or department may provide at County expense or be reimbursed for the expense of providing refreshments to any person in the service of the County, including themselves, when such persons in performing their duties are attending conferences, workshops, or meetings, at which County business is conducted. The cost of refreshments, including minor snacks and supplies such as cups, napkins, etc., shall not exceed $5.00 per person unless approved by the Chief Administrative Officer, or authorized designee. This reimbursement allowance is not intended for routine meetings, but should be limited to select instances where circumstances warrant, such as offsite retreats, team building, and other special events.
(Amended by Ord. No. 9314 (N.S.), effective 4-12-01, operative 4-30-01; amended by Ord. No. 9878 (N.S.), effective 10-18-07; amended by Ord. No. 10362 (N.S.), effective 1-1-15; amended by Ord. No. 10816 (N.S.), effective 1-12-23)
Whenever during mealtime and in the performance of their duties, members of the San Diego County Grand Jury or members of noncompensated County advisory boards, commissions or committees are engaged in field inspection trips or visiting a County facility where meals are not served, the County officer responsible for such trips or visit may furnish meals at County expense to all members of the group, including County officers and employees accompanying them, or may be reimbursed for their expense of furnishing such meals. The cost of such meals shall not exceed the amounts specified in Section 472.
(Amended by Ord. No. 10362 (N.S.), effective 1-1-15)
The officer in charge of a County facility at which meals are served, may furnish meals without charge to the following persons when such persons, in the performance of their duties or while rendering service, are present at such facility during the time when meals are being served:
(a) A person in the service of the County or a person donating service to the County.
(b) Members of the Grand Jury at such facility on official business.
(Amended by Ord. No. 10362 (N.S.), effective 1-1-15)
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