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HomeMy WebLinkAboutResolution 93-089-CCBOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON IN THE MATTER OF UPDATING A COUNTY TRAVEL POLICY RESOLUTION NO. 93- 89 -CC WHEREAS, Grant County is desirous of having a travel reimbursement policy, and WHEREAS, RCW 42.24 prescribes the manner in which travel reimbursement shall be handled, and WHEREAS, Resolution No. 85 -8 -CC, dated the 21st of January, 1985 adopted such a policy, and WHEREAS, Resolution No.'s 88 -104 -CC and 91 -59 -CC amended said Travel Reimbursement Policy, and WHEREAS, these amendments and other desired changes have been incorporated in the attached Travel Reimbursement Policy, and WHEREAS, the attached travel reimbursement policies follow the RCW 42-24 guidelines, NOW, THEREFORE BE IT HEREBY RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS, that Grant County does adopt the attached Travel Reimbursement Policies and supersedes Resolution Number 85 -8 -CC, 88 -104 -CC and 91 -59 -CC. Done this 19th day of July,1993 I ST: Cf - AAAJ Clerk of tHdooard �('lir.i 1.//Mei /�/ BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON ADOPTED BY RESOLUTION NO. 93 -89 -CC GRANT COUNTY TRAVEL REIMBURSEMENT POLICIES JULY 19, 1993 1.0 PURPOSE: 1.1 To establish official travel authorization and expense reimbursement procedures and guidelines for officials and employees. 2.0 REFERENCES: 2.1 RCW 42.24.90 prescribes that all travel reimbursement requests be presented in detailed account, be certified by the officer or employee submitting the claim, and be submitted in the manner prescribed by the division of municipal corporation in the office of the State Auditor. 2.2 RCW 42.24.120-150 allows for travel advances to an official or employee on official business; prescribes the number of days in which an itemized travel expense voucher must be submitted, and the methods for collecting and penalties that may be imposed if the official or employee is in default. 2.3 Collective bargaining agreements in force will supersede where in conflict with this policy. 3.0 POLICY: 3.1 ELIGIBLE FOR TRAVEL AND REIMBURSEMENT. The following are eligible for travel: (a) Grant County officials or employees; (b) members of boards or commissions or volunteers, if authorized by the appointing authority; and (c) such other persons allowed by law, grant or contractual agreement. Those not eligible are, but not limited to: spouses, relatives, guests and others not associated with Grant County. 3.2 PRIOR AUTHORIZATION. Authorization to travel and authorization for reimbursement of travel expenses shall be obtained prior to commencement of the trip. (See 6.0) , 3.2.1 Travel Advances to employees may be authorized to provide for county travel expenses to be personally incurred 1 ADOPTED BY RESOLUTION NO. 93 -89 -CC JULY 19, 1993 if it would otherwise result in an undue economic burden on the employee. (a) The amount requested may be equal to or less than the estimated expenses to be incurred personally but not less than $25.00. (b) An advance must be settled no later than ten calendar days after return from the trip and is subject to interest at 10% per annum after that date if in default. 3.3 All persons traveling are to exercise prudent judgement in incurring expenses on official county business in order to avoid unnecessary county expense. 3.3.1 Actual Expenses shall be reimbursable provided they are (a) necessary and reasonable, (b) not precluded by these or other applicable guidelines, and (c) fall reasonable within the scope of the pre -trip authorization. 3.3.2 Excessive or Unnecessary Expenses shall not be approved or reimbursed. 3.4 REIMBURSABLE TRANSPORTATION COSTS. Grant County will pay the round trip fare for transportation from point of departure to the approved destination. Normal and usual means of conveyance are to be used. Examples of reimbursable transportation expenses include fares of airlines or other usual means of conveyance, taxi fares, private automobile usage reimbursement, parking expenses and ferry tolls. Where public transportation is available and practical, it shall be used. 3.4.1 First Class travel or business coach rates shall not be reimbursed unless coach or other cheaper fares are not available. 3.4.2 Where Automobile Transportation is necessary, a County vehicle shall be used where practical and if available. Private automobile transportation shall be reimbursed at the rate of .25 cents per mile, or as provided by the contractual, collective bargaining agreement, or by superseding resolution. 3.4.3 Where A Private Mode of Transportation is used in lieu of another more normal and usual form of transportation such 2 ADOPTED BY RESOLUTION NO. 93 -89 -CC JULY 19, 1993 as commercial airline, travel reimbursement shall be at the lesser of the two costs. 3.5 REIMBURSABLE LODGING COSTS. Lodging costs are reimburs- able only when travel requires a person to leave Grant County for a minimum period of twelve hours, unless sufficient justification is given to allow an exception. Should reason- able or timely transportation not be available following the end of the activities, additional lodging costs will be reimbursed until such transportation is secured. Reimbursable costs for lodging will be at the single rate and will not exceed that which would be considered necessary, available, and reasonable for the economic area and circumstances of the trip. 3.6 REIMBURSABLE MEAL COSTS. Meal costs shall be reimburs- able only when one or more of the following apply: (a) The meals are scheduled as an integral part of an official proceeding or program. (b) In the course of travel, it is necessary for the person traveling to incur the cost of a meal with one or more individuals with whom business is being con- ducted, other than within Grant County Government. (c) An emergency condition prevents a person access to his/her normal subsistence or residence while in the course of service to the Grant County Government. 3.6.1 Meal Costs will not be reimbursed for persons not eligible for travel as by these policies. (3.1) 3.6.2 Meal Reimbursement Employees will be reimbursed for "reasonable" meal expenses. The cost per meal should be consistent with what prudent individuals would consider "reasonable" for the area and circumstances in which the meal is eaten. Meals in excess of $40.00 per day must be explained and approved. A brief explanation to the reimbursement form should be provided for unusual amounts (such as for set -price meals in connection with formal meetings). 3.7 REIMBURSABLE MISCELLANEOUS COSTS. Miscellaneous expenses 3 ADOPTED BY RESOLUTION NO. 93 -89 -CC JULY 19, 1993 related to official travel which are considered essential and thus reimbursable include, but are not limited to: (a) Registration fees required in connection with attendance at conferences, conventions, seminars, and similar official meetings. (b) Rental of rooms in hotels or other places for the conduct of official business. (c) Charges for necessary stenographic, duplicating, or typing services in connection with the prep4tration of official reports or correspondence. (d) Payment of a tip at a restaurant not to exceed 15% of the price of the meal, exclusive of any alcoholic beverage, is reimbursable as a necessary and reasonable part of the cost of the meal and may be added to the price of meals for reimburse- ment. Payment for baggage handling service (tip), is similarly reimbursable as a county business cost for such service which is necessary and reasonable in some circum- stances. 3.8 NON^REIMBURSABLE COSTS. Certain expenses, considered personal and not essential to the transaction of official county business, are non -reimbursable. Such non -reimburs- able expenses include, but are not limited to: (a) room service, valet service, entertainment expenses, radio or television rental, and other items of a similar nature; (b) taxi fares, car rentals, and other transportation costs to places of entertainment and similar facilities; (c) costs of personal "trip insurance" and medical or hospital services; (d) laundry and tips or gratuities, except as cited in items 3.7 (d) and (e); (e) personal phone calls, except where a brief call is made to advise of a change in travel plans which is considered essential to the conduct of official county business; and (f) alcoholic beverages. 4.0 DEFINITIONS: All words shall have their ordinary and usual meanings except those defined in this section which shall have in addition the meaning set forth below: 4.1 TRAVEL. Lodging, subsistence, transportation, and other 4 ADOPTED BY RESOLUTION NO. 93 -89 -CC JULY 19, 1993 activities related to the conduct of official county business. 4.2 OFFICIAL COUNTY BUSINESS Shall mean, but not limited to: (a) The conduct of legitimate county business including full - filling an established normal job function, negotiating agree- ments, inspecting or purchasing equipment, and/or coordinating with other government agencies. (b) The obtaining of information,or training that is not readily available and is directly related to that person's official or professional functions. (c) The serving as an official representative of Grant County or to share information about Grant County. 5.0 RESPONSIBILITIES: 5.1 THE ADMINISTRATIVE HEAD of a county department is responsible for: (a) first-line approval of travel/reimburs- ment requests as outlined in Section 6.0; and (b) ensuring that all applicable guidelines are made available to all persons under his/her jurisdiction. 5.2 THE GRANT COUNTY COMMISSIONERS are responsible for approving out-of-state travel requests. 5.3 PERSONS CHARGED WITH APPROVING travel requests shall apply, as a minimum, the criteria outlined below. 5.3.1 The Purpose of the requested travel shall be for the conduct of official county business as defined by this policy. 5.3.2 The Initial Reviewina party shall make certain that monies for reimbursement are available and authorized and that requested expenses are reimbursable according to this policy and other applicable guidelines, grants or laws. 5.3.3 The Person Reauestinq travel authorization must demon- strate that there is a direct relationship between the purpose of the travel and his/her particular work functions. 6.0 PROCEDURES 6.1 APPROVAL FOR EMPLOYEES must be obtained from the Elected Official or Department Head on whose behalf the trip is being made. 6.2 OUT-OF-STATE TRAVEL requests must be submitted to the Commissioners at least 15 days in advance of the planned trip. 5 7.0 ADOPTED BY RESOLUTION NO. 93 -89 -CC JULY 19, 1993 6.3 NECESSARY TRIP REQUESTS OF POLICE OFFICERS for extradi- tion of prisoners must be submitted to and approved by the County Prosecutor's Officer. 6.4 TRAVEL ADVANCES 6.4.1 All Reauests for Advance Travel Pavments shall be sub- mittted via the appropriate administrative head to the accounting department. 6.4.2 Advance Travel Reauests must be submitted to the Accounting Department at least two ( 2 ) days bef ore the advance is needed. 6.4.3 Travel Advances will not be issued earlier than two (2) days prior to departure unless and exception to this policy is granted by the Commissioners. 6.4.4 If, After Completion of the trip, the advanced amount exceeds the actual expenses, a check for the amount due from that person must be submitted to the Accounting Department payable to "Grant County Advance Travel" within ten (10) days of return. 6.4.5 A "Claim For Expenses" form must be completed and attached to "Voucher" form together with all appropriate receipts. 6.4.6 Emplovees Must Submit only vouchers for their own expenses and not for the expenses of any other persons, except as authorized by the County Commissioners. (Resolution Number 88 -104 -CC) STATE VERSUS COUNTY TRAVEL REIMBURSEMENT Some Grant County elected officials and employees are eligible for travel reimbursement from the State of Washington under certain circumstances. Washington State's travel reimbursement is on a per diem basis but the County's travel reimbursement is for actual costs. To avoid confusion and mixing the two policies, an employee or elected official must use only one system. If an individual wants to take the State reimbursement (per diem and the State mileage rate) then that person will deal with the State and leave the County 2 • - ADOPTED BY RESOLUTION NO. 93 -89 -CC •+►' " JULY 19, 1993 completely out of the transaction. If the person takes the State money, he/she cannot bill the County for any more expenses. If an individual wants to get a travel advance from the County and/or wants to get reimbursement from the County, they must travel under the County's travel policy and accept payment from the County. When a person who chooses to travel under the County travel policy bills the State for travel, all money received from the State must be deposited in total as a revenue to the Department in which the individual works. All advances must be settled within ten (10) calendar days after returning from a trip. (Resolution Number 91 -59 -CC) 7