(A) When employees are required to travel on official county business, the county shall pay reasonable amounts for transportation, meals and lodging. Business or professional travel requests initiated by a full-time regular employee shall be given serious consideration. The appropriate department director shall approve or disapprove the request based on the benefits of the conference or meeting and the respective department’s budget for travel.
(B) All travel expenses shall be promptly reported upon returning to work.
(1) Transportation costs.
(a) When feasible, a county vehicle shall be utilized. If the employee’s personal vehicle is utilized, then the employee shall be reimbursed at a rate established in the county’s annual budget. The employee must receive prior authorization to utilize his or her personal vehicle.
(b) Cost of air travel, if applicable, shall be an eligible expense. Employees shall be required to travel tourist class when possible.
(c) Upon presentation of proper receipts, employees shall be reimbursed for all ferry, bridge, highway and parking tolls incurred during a trip. Taxi expenses shall be reimbursable if properly itemized.
(2) Meal allowance. Employees shall be reimbursed for actual meal expenses incurred while traveling. The amount of reimbursement shall not exceed the maximum amount allowable as established in the county’s annual budget.
(3) Lodging.
(a) When an overnight stay is required, employees shall utilize standard, moderately priced accommodations when possible. However, if an employee is attending an organized convention or conference located in a specific motel or hotel, the employee may stay at the designated site of the conference.
(b) The county shall pay only single occupancy rates. Lodging reimbursement requests must be accompanied by proper receipts.
(4) Conference registration fee. The county shall pay the registration fee for employees representing the county.
(5) Advances. Travel advances in excess of $50 may be authorized if requested five days prior to departure.
(a) Travel within the state must be approved in advance by the appropriate department director. Employees shall make the necessary travel request two days prior to the date of departure.
(b) Overnight travel must be approved in advance by the department director. Employees shall complete the necessary travel request two days prior to the date of departure and forward it to their department director. The department director shall make the final determination.
(‘77 Code, § 13-41) (Ord. 1584, passed 9-17-84; Am. Ord. 5288, passed 10-17-88; Am. Ord. 3918, passed 8-20-18)