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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)