(A) APPROVED COUNTY BUSINESS. Shall mean mandatory trainings, continuing education conferences, employment related trips, immunization clinics, or other employment related activities that are attended by a Warrick County office holder, department head, or employee that the office holder or department head, in his or her discretion, would deem appropriate and necessary for the conduct of his or her business or the business of his or her office.
(B) Lodging reimbursements.
(1) Warrick County shall reimburse any Warrick County employee for expenses incurred in overnight accommodations while on approved county business not to exceed $175 per night per employee upon written reimbursement request supported by receipt. Actual overnight expenses in excess of $175 per night per employee may be approved under the following conditions:
(a) At least seven days prior to the first overnight accommodation for the approved county business, the employee submits to the Warrick County Auditor no less than three quotes for lodging accommodations which are in the vicinity of the approved county business for which the employee is needing lodging accommodations;
(b) The three or more lodging quotes submitted under division (B)(1)(a) are for costs that exceed $175;
(c) The employee submits to the Warrick County Auditor a statement explaining the reason(s) why no reasonable lodging accommodations are available at a rate of $175 or less; and
(4) The employee’s statement submitted pursuant to division (B)(1)(c) includes a written approval of said expenses totaling over $175 per night from his or her supervising office holder or department head.
(2) Employees shall reserve and pay for overnight lodging accommodations for approved county business using a personal credit card or a county issued credit card, and shall submit a copy of Warrick County’s tax exemption certificate at the time of checking in. Alternatively, an employee may pay the lodging expenses using a pre-approved, Warrick County-issued check if requested by submitting an appropriate written request to the Warrick County Auditor at least seven days in advance of the approved county business. An employee’s request for lodging reimbursements shall not include any payment of taxes under this section.
(C) Meal reimbursements, generally. When a Warrick County employee is participating in approved county business that does not involve or require overnight accommodations but rather takes place over a period of time that includes the employee’s lunch break, then in that event the office holder or department head may provide lunch for said employee at a cost not to exceed the sum of $10 per day per employee. A Warrick County office holder or department head may request a meal reimbursement under this division (C) in advance by submitting an appropriate written request to the Warrick County Auditor at least seven days in advance of the approved county business.
(D) Meal reimbursements for overnight trips.
(1) When a Warrick County employee is on approved county business with approved overnight accommodations said employee shall be reimbursed for meal costs in a total amount of $50 per diem per employee. For purposes of this chapter, PER DIEM is measured as beginning at 12:00 a.m. and ending at 11:59 p.m. A Warrick County employee may request a per diem meal reimbursement under this division (D) in advance by submitting an appropriate written request to the Warrick County Auditor at least seven days in advance of the approved county business.
(2) If a Warrick County employee is traveling for approved county business in any location outside Warrick County said employee shall be reimbursed for meal costs actually incurred, that are not otherwise reimbursable according to the per diem reimbursements of this division (D), in an amount not to exceed $20 per day upon written reimbursement request supported by receipt.
(CC Ord. 1989-7, passed 11-7-89; Am. BC Ord. 2009-27, passed 11-23-09; Am. BC Ord. 2011-06, passed 2-14-11; Am. BC Ord. 2017-04, passed 4-24-17; Am. BC Ord. 2018-31, passed 11-26-18; Am. BC Ord. 2019-14, passed 6-10-19; Am. BC 2020-20, passed 9-28-20)