(A) (1) Travel expenses associated with authorized trips on county business, for attendance at conventions, conferences, field trips, educational courses or meetings and the like, will be paid by the county. The employee will prepare and provide a travel expense report to the county upon completion of the trip, but not later than one month after return to normal duties.
(2) An employee may be accompanied by a spouse on approved county business trips with the understanding that the county will not pay any of the costs incurred by the spouse or be responsible for any liability associated therewith.
(3) All absences from work to attend various meetings, training, seminars, conventions and the like must be approved by the department head/elected official prior to attendance.
(B) All out-of-state travel must be pre-approved by the Board of County Commissioners. A “Request for Out-of-State Travel” Form should be completed and signed by the department head and brought to the Board of County Commissioners for pre-approval. In the event of emergency travel that was not pre-approved, the Board of County Commissioners should approve the travel immediately upon return. The approved request should be attached to the expense report for reimbursement. Routine travel into adjoining states as part of one’s daily job does not require pre-approval and will not trigger the out-of-state per diem policy stated below.
(1) First class accommodations will be utilized only when a lesser rate is not available. If a trip requires a choice of air, ground or other type of travel, reimbursement shall be computed at the lowest rate. An employee may select another option for his or her convenience, but reimbursement will be based on the lowest approved rate, unless otherwise approved by the Board of County Commissioners.
(2) Per diem rates for meals (minus incidentals), for out-of-state travel tied to an out-of-state travel request and approval, shall be reimbursed to the employee at the M&IE rate set by the United States General Services Administration (GSA).
(C) When an employee is traveling on business that is paid by another entity, he or she is not entitled to claim reimbursement from the county. If such travel involves use of a county car, mileage reimbursement received from another entity shall be paid to the county. Claiming travel expense for the same trip from two or more entities constitutes a felony punishable by fines and jail time.
(D) The employee is responsible for all personal charges made on direct billing accounts. This would include, but is not limited to, personal telephone calls, meals, in-room movies, laundry and dry cleaning and the like.
(Ord. passed 6- -2019; Ord. 2020-05, passed 2-18-2020)