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
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Clerk of tHdooard
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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
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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
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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
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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
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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.
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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
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• - 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)
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