(A) (1) In each case in which an attendee is scheduled to attend a meeting requiring out-of-county travel which would otherwise be permitted to be reimbursed from already-budgeted amounts, or is required to attend meetings called by the State Board of Accounts to be paid without appropriation, the attendee may estimate, in advance, the amount of legally-reimbursed expenses for lodging to be incurred in attending said conference or meeting, and apply for, and receive payment from, the County Auditor in the amount of said estimate made out to the hotel. County law enforcement officers may draw an advance up to $500 made out to the officer for travel pertaining to extradition and transport of a prisoner. Advances of no more than $500 are hereby approved in advance, subject to the provisions of division (B) below.
(2) No lodging allowances will be paid by the county for attendance at meetings, training, or conferences that are held 50 miles or less from the County Courthouse.
(B) (1) Within one week of returning from the conference or meeting, any attendee who has so received advance funding of his or her expenses shall file a claim, in accordance with the statutory requirements, for the actual expenses incurred in attending the conference or meeting, and the amount of the estimated expenses previously received. Any balance of the estimated expenses over and above the actual expenses incurred shall be paid promptly by the attendee to the County Auditor. If the actual expenses incurred exceed the estimated expenses advanced, upon approval of the claim, the balance remaining shall be paid to the attendee. All payments shall be made and reconciled based on the expenses actually incurred by the individual, unless otherwise required by state statute. Each request for reimbursement shall be submitted on County Form 17. In case of a state-called meeting, certification must be received before reimbursement; otherwise, a notice of training or agenda will be required.
(2) Actual reimbursable expenses are set out as follows.
(a) Lodging expenses at a single-occupancy rate or government rate. Double occupancy will be paid when a room is shared by employees. Room sharing is encouraged.
(b) Parking fee reimbursement of actual cost, with a maximum of $50 per day.
(c) Over-night travel meal reimbursement of actual cost, with a maximum of $60 total per day. Receipts need to be itemized when possible.
(d) Day-travel meal reimbursement of actual cost with a maximum of $30. Receipts need to be itemized when possible. No meal reimbursement will be paid for travel within the county.
(e) Mileage based on odometer reading at a rate set by the County Council. Mileage for personal use will be excluded.
(f) Air travel must have prior approval by the Board of Commissioners, and will be reimbursed at the coach rate.
(g) No reimbursement for expenses incurred by out-of-state travel, unless it has received prior approval by the Board of Commissioners, except for when it pertains to an extradition by county law enforcement officers.
(3) The following specific reimbursement limitations shall apply, and will not be reimbursed:
(a) Movies;
(b) Alcoholic beverages;
(c) Personal telephone calls (excepting one to home);
(d) Entertainment cover charges; and
(e) Similar expenses.
(4) If, for any reason, an attendee fails to attend a conference or meeting for which the attendee has drawn estimated expenses, the attendee shall repay to the County Auditor the entire amount of the estimated expenses drawn. If registration fees have been pre-paid and are not refundable, the amount of the non-refundable fees shall be repaid by the attendee. Repayment shall be made no later than two days after the failure to attend said conference or meeting.
(Ord. 2009-06, passed 10-6-2009; Ord. 2018-10.1, passed 12-18-2018; Ord. 2022-08, passed 10-18-2022)