(a) Authority for Travel.
(1) Pre-Approval. Travel on official County business shall be approved in advance regardless of whether reimbursement will be requested. Such approval shall be obtained by completing Part I of the County of Summit's travel form. The purpose of the review of the Part I is to determine whether the travel is beneficial for the County and whether funds are available. A Part I is not required to attend meetings on routine County business within the County.
(2) Emergency Travel. The appointing authority may authorize travel, after it has taken place, if there are unusual and extenuating circumstances of an emergency provided that available funds are appropriated as verified by the Executive's Director of Finance and Budget.
(3) Travel Exceeding Two Hundred Dollars ($200.00). Travel on official County business for which expenses exceed two hundred dollars ($200.00), shall be approved in advance by the appointing authority, provided that funds are available for travel and have been appropriated as verified by the Executive's Director of Finance and Budget. The Executive's Director of Finance and Budget shall verify to the appointing authority whether funds are available for travel and have been appropriated within three (3) business days of a request for verification.
(4) Travel Two Hundred Dollars ($200.00) Or Less. Travel on official County business for which expenses are two hundred dollars ($200.00) or less, shall be approved in advance by the appointing authority.
(5) Intent. Part I of the County of Summit's travel form shall not be divided so as to circumvent the intent and purpose of this Section.
(b) Reimbursement for Travel.
(1) Reimbursement. Upon proper submission of Part II of the County of Summit's travel form, the County shall pay the necessary and reasonable expenses incurred by employees while on authorized travel. The purpose of Part II is to provide verification of expenses paid by an employee that were previously approved on a Part I. Part II shall be completed within thirty (30) working days after returning from travel.
(2) Receipt Required. Any request for reimbursement for items over one dollar ($1.00) shall be accompanied by original receipts and shall be attached to Part II when submitted. Meals are reimbursed at a per diem rate; therefore, a receipt is not required.
(3) Reimbursement Exceeding Two Hundred Dollars ($200.00). Reimbursement for expenses which exceed two hundred dollars ($200.00), shall be approved by the appointing authority provided the amount does not exceed the amount previously authorized by the appointing authority in the Part I prior to payment by the Fiscal Officer. Reimbursement for expenses which exceed two hundred dollars ($200.00) and exceed the amount previously authorized by the appointing authority in the Part I, shall be approved by the appointing authority prior to payment by the Fiscal Officer provided that funds are available for travel and have been appropriated as verified by the Executive's Director of Finance and Budget. The Executive's Director of Finance and Budget shall verify to the appointing authority whether funds are available for travel and have been appropriated within three (3) business days of a request for verification.
(4) Reimbursement Two Hundred Dollars ($200.00) Or Less. Reimbursement for expenses which are two hundred dollars ($200.00) or less shall be approved by the appointing authority provided that the Part I request did not exceed two hundred dollars ($200.00).
(5) Intent. Part II of the County of Summit's travel form shall not be divided so as to circumvent the intent and purpose of this section.
(6) "Cash Back Rewards" Programs. The County prohibits a "cash back reward" to an employee when an employee uses a personal credit card with a "cash back reward" program. The employee will be reimbursed for the cost of the travel item less the "cash back reward" portion.
(c) Air, Rail or Bus Travel.
(1) Lowest Available Fare. Travel by air, rail or bus shall be for the lowest available fare.
(2) Travel Agency. In the event that the County of Summit designates a travel agency as the official travel agency for the County, travel by common carrier shall be purchased through such agency. Reimbursement shall only be made for purchase through such agency.
(3) "Frequent Flyer" Programs. The County prohibits the accumulation of "frequent flyer" miles by employees earned because of County travel which is paid for or reimbursed by the County or the County will require employees to use such miles earned for future official County travel. See, Ohio Ethics Commission Advisory Opinion No. 91 -010.
(d) County Vehicle. An employee operating a County vehicle for travel shall only be reimbursed for expenses directly related to the operation of the vehicle. Use of a County credit card is restricted to purchase of gas and oil.
(e) Personal Vehicle.
(1) Mileage Reimbursement. Annually, the Executive shall issue an Executive Order setting the effective mileage reimbursement rate that employees using a personal vehicle for travel may be reimbursed. Such rate shall not exceed the standard mileage rate established by the Internal Revenue Service, as amended, and the Executive shall issue an Executive Order, if, at any time, the standard mileage rate established by the Internal Revenue Service is adjusted to be less than the County's reimbursement rate. Such expenses are payable to only one (1) of the two (2) or more employees traveling in the same vehicle. The mileage rate stated herein shall be considered as the total reimbursement for all expenses incurred in the use of a personal vehicle except for parking fees, ferry charges, bridge and highway tolls.
(2) Mileage Calculation. Mileage reimbursement shall be calculated from the employee's normal workplace to the travel destination.
(3) Insurance. Employees operating a personal vehicle for work-related purposes shall be required to maintain insurance in accordance with in Section 4509.01 of the Ohio Revised Code, as amended.
(4) Limitations on Mileage Reimbursement. The limit on private vehicle mileage distance one-way shall not exceed three hundred (300) miles except where special approval is obtained in advance from the appointing authority after presenting good cause that is consistent with a public purpose for the exception. Further, no reimbursement shall be granted to employees for travel from their homes to places of work or vice versa.
(f) Overnight Travel. If it is necessary for an employee to stay overnight while on County business, the employee shall be reimbursed for the actual cost of their lodging at the lowest rate available. If a spouse accompanies an employee, the County shall refund at the single rate only and such rate shall be submitted. If employees share a double, one (1) employee should submit a Part II for both and make the appropriate notation.
(g) Meals.
(1) Location of Meals. Reimbursement shall only be made for meals outside the County except that meals inside the County shall be reimbursed if the price of the meal is included in a registration fee as an integral part of a conference, convention, meeting or similar working assembly.
(2) Gratuity. Reimbursement for a gratuity shall only be made when included in the price of meals which are an integral part of a conference, convention, meeting or similar working assembly, requiring the attendance of an employee.
(3) Rate of Reimbursement. Annually, the Executive shall issue an Executive Order setting the effective per diem meal reimbursement rate. Such reimbursement rate shall not exceed the per diem rate permitted by the State of Ohio Office of Budget and Management, as amended, and the Executive shall issue an Executive Order, if, at any time, the per diem meal rate established by the Ohio Office of Budget and Management is adjusted to be less than the County's reimbursement rate.
(4) Timing of Meal. Breakfast is reimbursable if the employee departs before 6:00 a.m. Dinner is reimbursable if the employee returns after 7:00 p.m.
(5) Alcohol. No reimbursement for alcohol costs shall be made.
(6) Registration Fee. If the price of meals is included in the conference or registration fees, no additional reimbursement for meals shall be made to the officeholder or employee.
(h) Conference Fees.
(1) Reimbursement. Reimbursement shall be made for registration fees required for attendance at a conference, convention, meeting or seminar. All such items are to be listed separately and individually on the expense report and supported by a receipt and/or cancelled check. Reimbursement shall not be made for identifying or providing temporary care costs for dependents, as dependent is defined by 26 U.S.C. Section 152.
(2) Prospective Payment. The employee may request prospective payment directly for the organization conducting the conference, convention, meeting or seminar if the request is submitted in a timely manner.
(i) Internal Policies. Each appointing authority shall develop an internal travel policy consistent with this Chapter for all the offices and departments under the appointing authority's jurisdiction and control.
(j) Penalties. Failure to comply with any provision of this chapter shall result in denial of the reimbursement requested. Abuse or fraudulent claims for travel and reimbursement shall result in discipline, up to and including, termination.
(Ord. 2007-400. Adopted 8-6-07; Ord. 2007-511. Adopted 10-15-07; Ord. 2011-380. Adopted 11-7-11; Ord. 2015-269. Adopted 8-31-15; Ord. 2017-410. Adopted 10-16-17.)