HomeMy WebLinkAbout020413_ca02Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Philip Morley, County Administrator
DATE: February 4, 2013
SUBJECT: RESOLUTION NO. _ re: Amending Appendix "D" -Travel and
Transportation Policy and Procedures of the Personnel Administration
Manual for Jefferson Couuty Employees
STATEMENT OF ISSUE:
The meal cost reimbursement schedule outlined in the Jefferson County Personnel Administration Manual,
Appendix "D" -Travel and Transportation Policy and Procedures lists specific reimbursement amounts
which are below State standards.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
Updating the Personnel Administration Manual Appendix "D" -Travel and Transportation Policy and
Procedures will reflect current practices and ensure consistency with State standards. In addition, aligning
the policy with State meal per diem standards/limits rather than listing specific meal amounts in the policy,
will allow the policy to reflect the most recent meal reimbursement rates which are subject to periodic
updates. It will also save time for staff by eliminating the need to update the policy each time the State
updates the meal reimbursement rates. The suggested changes have been reviewed by the County Auditor's
staff.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
Reimbursement rates will be higher based on State standards.
RECOMMENDATION:
Approval and adoption of the resolution.
REVIEWED BY:
~, /~l~l~
I''1'iilip Morley,, Co ty Adminish or Date
COUNTY OF JEFFERSON
State of Washington
In the Matter of Amending Appendix "D" - }
Travel and Transportation Policy and } RESOLUTION NO.
Procedures of the Personnel Administrafion }
Manual for Jefferson County Employees }
WHEREAS, the Board of Commissioners of Jefferson County believe it is in the
best interest of the County to have personnel rules, regulations, and policies that facilitate
efficient service to the public and provide a personnel management system within the County
that deals with all employees in an equitable and uniform manner; and
WHEREAS, it is in the best interest of County employees to have written
personnel policies to help prevent misunderstandings and problems and to ensure that all
employees know what is expected of them; and
WHEREAS, it is in the best interest of County employees to keep the personnel
policies manual as up to date as possible and to have it reflect current practices; and
WHEREAS, in order to be consistent with State standards and reflect the most
recent meal reimbursement rates it is necessary to amend Appendix D -Travel and
Transportation Policy and Procedures, to replace specific Per Diem rates for meal
reimbursements with the Washington State Office of Financial Management (OFM) Per Diem
Meal Rates table which is subject to periodic updates; and
WHEREAS, an amended Appendix D has been prepared and is attached to the
Resolution for adoption by the County Commissioners;
NOW, THEREFORE, BE H' RESOLVED, by the Board of County
Commissioners, Jefferson County, Washington, that Appendix D of the Jefferson County
Personnel Administration Manual be amended and is hereby adopted for use by all Jefferson
County Departments.
APPROVED AND ADOPTED this day of February, 2013.
SEAL:
ATTEST:
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
John Austin, Chairman
Phil Johnson, Member
David Sullivan, Member
Raina Randall,
Deputy Clerk of the Board
APPENDIX `D'-Travel &Transportation Policy & Procedures
Section 1.0 -Introduction
Jefferson County has established a system for control of travel that provides For reimbursement of
travel expenses incurred by employees while on authorized travel. In order to ensure reimbursement,
employees must follow the procedures explained in this manual prior to travel. All travel requests
are submitted to the employee's Departmental Director or authorized designee who is responsible for
approving travel and for ensuring that appropriate funds aze available for official travel.
These procedures are designed to ensure that any payments made under this section are reasonable,
accurate, and necessary for the conduct of the County's business.
Section 2.0 -Definitions
The following definitions will be used for the purposes of these policies and procedures.
Departmental Director: Elected Official, Department Head or authorized designee acting as the
manager for that department.
D~cial Workstation: The place where an employee is assigned to work the majority of their work
schedule.
Quasi-employee: A person acting on behalf of the County in a public service capacity as if they were
an employee of the County.
Single Day Meal Reimbursement: The reimbursement for meals for an employee when the travel
does not include an overnight stay.
Three Hour Rule: An employee has been in travel status for three (3) hours beyond his/her regulazly
scheduled work day. The three hours may be any combination of time before and/or after the
scheduled working hours on the day in question. (See 8.2.2)
Travel Status: An employee is considered to be on Travel Status when they leave their home or
official workstation, whichever is closer to their destination, for a destination outside Jefferson
County on official County business.
"West End: "The common term for the area of Jefferson County that is separated from the eastern
portion of the County by the Olympic National Park and is not accessible by Highway without
traveling out of Jefferson County. For purposes of travel expense reimbursement, traveling to the
West End is considered travel "outside" the County.
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County Personnel Administration Manual
Section 3.0 -Affected Parties
Unless otherwise provided by law, these regulations aze applicable to all employees and all quasi-
employees. If specific travel circumstances arise which are not covered in this policy, the State of
Washington Travel Regulations will be used as guidance in determining acceptable practices and
expenditures.
Section 4.0 -General
Section 4.1-Care When Incurring Travel Expenses
Travel funds are an important public resource and should be spent wisely and judiciously. It is
assumed and expected that expenses incurred under this policy will be appropriate to the
circumstances, and consistent with the best interests of the County and its desire to minimize travel
costs. An employee traveling on official County business is expected to exercise the same care in
incurring expenses and accomplishing the purposes of the travel that a prudent person would
exercise if traveling on personal business. Employees aze responsible for excess costs and any
additional expenses incurred for personal preference or convenience.
Section 4.2 -Travel Itinerary
The travel itinerary of an employee is to be planned to eliminate unnecessary travel in the
performance of work assignments. Whenever it is feasible for two or more employees to travel on
official County business in one vehicle, they aze to do so.
Section 4.3 -Health and Safety of Travelers
The health and safety of employees is a top priority in the conduct of travel related activities. It is
considered advantageous to the County for travel plans and itinerazies to be established and altered
with consideration of hazazdous inclement weather and other situations that could threaten the health
and safety of County personnel.
Section 4.4 -Incapacitating Illness or Severe Inclement Weather
An employee shall contact their supervisor as soon as possible if the alteration of travel plans and
itineraries will result in extra travel expenses (including meal and/or lodging costs) due to
emergencies such as a sudden onset of incapacitating illness or because of severe inclement weather
Notation on the Travel Expense Voucher must include the name of the supervisor who approved the
alteration and the approval date and a short description of the reason for the change.
Section 4.5 -Compliance with the Americans with Disabilities Act (ADA)
All County personnel are to be afforded equal opportunity to travel for official business even if the
travel costs for disabled travelers will exceed what would normally be most economical to the
County, unless costs would create undue hazdship on the County as allowed by the ADA. Travel
authorizations and travel claims should be annotated that the extra costs were required to comply
with the ADA.
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County Personnel Administration Manual
Section 5.0 -Reimbursement Method
Employees aze to exercise prudent judgment in incurring travel expenses on official County business.
Excessive or unnecessary expenses will not be reimbursed. When an employee is traveling on
official County business, the Departmental Director will determine whether it is more economical to
require the employee to return to the official station or residence daily or on weekends.
Section 5.1-Authorization for Travel Reimbursement
Authorizations for travel shall be exercised through the Departmental Director from properly
authorized BARS travel line item of the Department budget. For travel outside the State of
Washington, the Out of State Travel Request Form, which requires pre-approval by the County
Administrator, will be used.
Section 5.2 -Use of County Issued Credit Cards for Travel
Travel expenses may be paid with a credit card issued to a County Department (See also Resolution
61-95 and 25-O1 regarding County credit cards.) Employees using County credit cazds must retain
and submit expenditure receipts for all expenses that aze chazged to the cazd. The employee shall
submit an accounting of all chazges within 10 (ten) calendar days following return from travel. All
charges for which receipts aze not submitted or which aze not eligible for reimbursement will be
disallowed and the employee shall remain personally liable for such charges. Any disallowed chazges
shall immediately be paid to the County by check or cash.
If for any reason disallowed charges aze not repaid within 10 (ten) days following return from travel,
the County shall have a lien against and a right to withhold any salary payable to or that will be
payable to the employee up to an amount equal to the disallowed chazges plus interest at the same
rate as chazged by the company which issued the chazge card. If an employee has not repaid any
disallowed charges, he or she shall not be allowed to use a charge cazd for subsequent travel. If the
employee still has custody of the card, he or she shall surrender the cazd upon demand by the County
Administrator or County Treasurer.
Section 6.0 -Direct Payment to Vendors Supplying Meals or Lodging
On occasion a department may negotiate meal or lodging rates directly with a vendor or vendors in a
specific azea (i.e. the west end of the County) in order to accommodate travel arrangements for
several employees at the same time and/or to receive a cost savings.
Section 6.1-Approval and Documentation for Direct Payment to Vendors
Approval of the Departmental Director must be obtained prior to authorizing direct billing to the
County and direct payment by the County. Any payments made according to this section aze to be
supported by documentation consisting of:
a) A list of employees and their respective departments.
b) An invoice from the vendor detailing the number of meals served and price per meal.
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson Countv Personnel Administration Manual
c) The details of the lodging information including date(s) of occupancy, room number, room
rate and names} of persons occupying the room.
d) Payments to vendors for lodging expenses may not exceed the limits stated in Sections 8.3
and 9.1.
Section 6.2 -Travel by Commercial Carrier (Airline, Train, Bus)
6.2.1 Advance Bookings:
Whenever it is determined that savings in travel costs will result by taking advantage
of discounts offered by a commercial carrier for advance bookings, payments aze
authorized to pay for airline or other commercial carrier tickets prior to a scheduled
trip if the County retains physical custody of the ticket. Tickets should be delivered to
employees in a timely manner in advance of travel to avoid last minute problems.
6.2.2 Most Cost Effective Route:
Air and train transportation is to be by Tourist or Economy Class and by the most
direct or cost-effective route.
6.2.3 Meals:
If a vendor has been paid directly for meals, the employee will not be reimbursed for
meal expenses even if the employee is on travel status.
Section 7.0 -Basis for Reimbursement
All travel expenses eligible for reimbursement shall be reimbursed from actual receipts or on a per
diem basis as follows.
Section 7.1 -Lodging
The reimbursement for lodging expenses incurred on official County business shall be on an actual
expense basis ONLY.
Section 7.2 -Meals
The reimbursement for meals incurred while an employee is on Travel Status for official County
business may be made on the basis of one of the following methods to be determined by the
Employee's Departmental Director when the travel request is submitted:
7.2.1 ACTUAL EXPENSE Basis
Actual Expense Basis (except if the meals have been prepaid according to Section
6.2.3). Detailed receipts listing all of the items purchased must be obtained for each
meal that may qualify for reimbursement. Reimbursement for meal costs based on
actual expense shall not exceed the limits listed in the Washington State Office of
Financial Management (OFM) Per Diem "Meal Rates" table which includes the basic
cost of the meal, and any applicable sales tax and any customary tip or gratuity,
Appendix D -Travel and Transportation
Policv & Procedures
Jefferson County Personnel Administration Manual
provided such tip or gratuity does not exceed I S% (fifteen) percent of the cost of the
meal.
7.2.2 PER DIEM Basis
A Per Diem basis with the approval of the employee's DepartmentalDirector. The
Washington State Office of Financial Management (OFM) Per Diem "Meal Rates"
table shall serve as the meal cost reimbursement schedule which includes the basic
cost of the meal, and any applicable sales tax and any customary tip or gratuity,
provided such tip or gratuity does not exceed 15% (fifteen) percent of the cost of the
meal.
Section 7.3 -Lodging and/or Meal Reimbursement NOT AUTHORIZED
Reimbursement for lodging and/or meals shall not be authorized under any of the following
conditions:
• The employee does not incur expenses for lodging and/or meals.
• The County furnishes them directly.
• The County furnishes them through the payment of the registration or conference fees
• An employee does not incur lodging expenses at a commercial facility.
• Reimbursement for spouses, guests or other persons not authorized to receive reimbursement
under this policy or State regulations.
• The County will not reimburse an employee for the cost of any alcoholic beverages.
REIMBURSEMENT FOR ALCOHOLIC BEVERAGE IS PROHIBITED.
Section 8.0 -Reimbursable Meal Expenses
Section 8.1-General Guidelines
The cost of meals incurred WITHIN the County (except the West End) are non-reimbursable because
ordinary meals aze the responsibility of the employee. However, reimbursement is authorized if made
in accordance with the Resolution No. 40-96 Policy Establishing Criteria for the Expenditure of
Public Funds for Eating and Drinking.
Section 8.2 -Reimbursement for Cost of Meals While on Travel Status
Employees must be on travel status to collect payments for meals. The following two criteria must be
met for an employee to receive meal reimbursement:
8.2.1 Single Day Travel:
Meal reimbursements for single day travel are considered taxable fringe benefits by
the IRS subject to all employment taxes and will be included in annual taxable gross
wages. Employees are required to complete the "Single Day Meal Reimbursement"
form and attach detailed receipts for submittal to the Jefferson County Auditor's
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County Personnel Administration Manual
Office. The form is available in the following directory: P:\Public\Forms\Travel
Forms\.
8.2.2 Three-Hour Rule:
An employee maybe reimbursed for meal expenses only after they have been in travel
status for three (3}hours beyond his/her regularly scheduled work day. The three
hours may be any combination of time before and/or after the scheduled working
hours on the day in question. For example, an employee working an 8 hour day must
be traveling 11 hours to meet this rule while an employee working a 10 hour day must
be traveling 13 hours. The traveler may not stop for a meal just to meet the three-hour
rule.
8.2.3 Travel Status During Entire Meal Period
Travelers must be on travel status during the entire meal period(s) in order to qualify
for reimbursement of the cost of a specific meal or meals.
8.2.3.1 Alternate Work Day Meal Periods:
For employees scheduled to work uu to 9 hours per day, the meal periods are
as follows:
Breakfast - 6 a.m. to 8 a.m.
Lunch -Noon to 2 p.m.
Dinner - 6 p.m. to 8 p.m.
8.2.3.2 For employees scheduled to work over 9 hours per da~the following
will be used to determine the meal period:
Breakfast - 2 hours prior to the start of the scheduled workday;
Lunch - 4 to 6 hours after the start of the scheduled workday;
Dinner - 2 hours after the end of the scheduled workday.
8.2.4 Reasonable Cost
The reasonable cost of the employee's own meal may be reimbursed if the cost of each
meal does not exceed the limits listed in the Washington State Office of Financial
Management (OFM) Per Diem "Meal Rates" table.
8.2.5 More than One Employee on a Claim
Reimbursement may be claimed by one person for several employees eating together,
as long as all the names are listed on the reimbursement claim.
8.2.6 Per Day Reimbursement
If an employee is being reimbursed on a Per Diem basis and is eligible to receive
reimbursement for all 3 (three) meals in a day, the per meal limits do not apply as
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County Personnel Administration Manual
long as the reimbursement for all 3 meals does not exceed the "Total Meal Allowance
Per Day" as listed in the Washington State Office of Financial Management (OFM)
Per Diem "Meal Rates" table.
8.2.7 Excess Amounts Not Reimbursed
Any amount paid for meals in excess of those amounts listed in the Washington State
Office of Financial Management (OFM) Per Diem "Meal Rates" table will not be
reimbursed.
Section 8.3 -Meal Cost Reimbursement Schedule
For employees who meet all of the qualifications for meal reimbursement, the Washington State
Office of Financial Management (OFM) Per Diem "Meal Rates" table will serve as the meal cost
reimbursement schedule which includes the basic cost of the meal, and any applicable sales tax and
any customary tip or gratuity (see also Section 13.2.(6)).
REIMBURSEMENT FOR ALCOHOLIC BEVERAGES IS PROHIBITED.
8.3.1 Reimbursement for Out-ot--State Meals
For determining out-of--state reimbursement/Per Diem rates, refer to the General
Services Administration (GSA) website.
8.3.2 Grant Reimbursed Meals
When the County will be reimbursed for an employees' meal expense through a grant
which uses a different reimbursement schedule, the County will honor that rate if the
employee submits documentation from the grant contract that details the amount to be
reimbursed for each meal.
Section 8.4 -Meeting Out of the County When the Employee Is Not On Travel Status
When an employee does not reach the travel status threshold for a meeting away from Jefferson
County (i.e. is not on travel status,) the provisions of Resolution No. 40-96 apply and reimbursement
may only be made for meals that are scheduled as an integral part of an official proceeding or
program related to official County business and the Departmental Director approves payment for the
meals in advance of the meeting, convention, conference, or training session because it is
advantageous to the County and is related to the employee's job responsibility. See Resolution No.
40-96 for complete text.
Section 9.0 -Lodging Reimbursement
Reimbursement for lodging will be paid at the rate specified in Section 9.1. Prior approval by the
Departmental Director is required for any quoted commercial lodging rate that exceeds $175.00 (one
hundred seventy five dollars) per night.
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson Countv Personnel Administration Manua{
Reimbursement for lodging is on the actual receipted cost of a standard, single occupancy room, in a
commercial facility. A commercial facility is a lodging facility that meets the appropriate
government regulations for the rental of rooms to the public. The commercial facility could be a
motel, a hotel, a bed and breakfast or a hostel. Employees are to use discretion in choosing
accommodations. The type of facility chosen should be appropriate for normal business use.
EXAMPLE: The use of a bed and breakfast would not be appropriate
if a standazd motel is readily available, unless it can be clearly
demonstrated that the bed and breakfast costs less.
When an employee uses camping facilities in lieu of commercial lodging facilities for the employee's
convenience, reimbursement shall be for the actual space rental cost as evidenced by a receipt.
Section 9.1 -Lodging Expenditure Schedule
Lodging costs will be reimbursed at the actual cost of standard accommodation for a single
occupancy room in a commercial facility or actual pro-rated cost of standazd accommodation when
room is shared with more than one party. A RECEIPT IS REQUIRED FOR ALL LODGING
EXPENSES.
Section 10.0 -Forms Used for Travel
The following forms are to be used by employees seeking reimbursement of their authorized travel
expenses. Employees may request an "advance" against their travel expense reimbursement to help
with their authorized County travel expenses. Employees must request approval prior to making any
arrangements for travel out of the State of Washington.
Section 10.1- Advance Travel/Out of State Travel Request Form
This form (see Forms section of the manual) serves as a request for an Advance Travel check or Out
of State travel reimbursement approval. Employees may obtain forms from their supervisor. A
computerized version of this form is available in the following directory: P:\Public\FormslTravel
Forms\. The form is an Excel spreadsheet and will automatically calculate.
10.1.1 Out of State Travel Requests: The employee must submit the completed form to their
Departmental Director for approval. The County Administrator will review and
approve or disapprove all out of state travel requests before the Department makes
travel arrangements.
10.1.2 Reouest for Advanced Travel Funds: The employee must submit the completed form
to their Departmental Director for approval. Requests for Advance Travel funds will
be submitted to the Treasurer's Office a minimum of 5 (five) working days before the
funds are needed. The employee must pickup their advance travel check from the
Treasurer's Office or the employee's Departmental Director.
Appendix D -Travel and Transportation
Policy & Procedures
Personnel Administration Manual
Section 10.2 -Travel Expense Reimbursement Forms
Forms identified below aze to be used by employees to submit an accounting of their authorized
travel expenses for which they aze seeking reimbursement (see the Forms Section of the manual).
Instructions for submitting a claim for reimbursement of travel expenses aze included in this section.
Following are 4 (four) formats to claim reimbursement:
1. Submitting expenses incurred on a monthly basis.
2. Submitting expenses incurred on a daily or weekly basis.
3. Submitting only for mileage expense reimbursement.
4. Submitting expenses incurred on a single-day (no overnight stay required)
Employees may obtain forms from their supervisor or use a computerized version of these forms,
which are available in the following directory: P:1Public\F'ormslTravel Formsl. The forms are in
Excel spreadsheet or PDF "fill-in" format and will automatically calculate.
Section 11.0 -Travel Expense Reimbursement Claims
Requests for reimbursement of travel expenses must be made using the appropriate Travel Expense
Claim Forms (see Section 10.0.) Employees should submit a travel expense reimbursement claim for
each month that they incur travel expenses.
Section 11.1- Processing Travel Expense Reimbursement Claims After Travel Has Been
Completed
Employees must complete all paperwork regazding travel expense reimbursement claims in a timely
manner. Any monies owed to the County must be submitted to the Treasurer's Office within 30
(thirty) days of an employee's return from travel.
Section 11.2 -Submitting Travel Expense Reimbursement Claims
The Travel Expense Claim Form must be completed, signed, and then submitted for approval to the
employee's Departmental Director with a copy of the meeting or training schedule, agenda, or
brochure. Processing and payment to the employee will be included in the next billing cycle.
Section 11.3 -Submitting a Travel Expense Claim that Totals Less than $10.00 (Ten Dollars)
Employees should submit a Travel Expense Claim form for each month that they incur travel
expenses, however, if the total reimbursable travel costs do not exceed $10 (ten) dollazs in any
month, the employee may wait and submit the claim the next month for which a total reimbursement
would be greater than $10 (ten) dollazs. The claim must be submitted within 3 (three) months of the
date of the original claim (see quarterly claims, Section 11.4.)
Section 11.4 -Submitting Quarterly Travel Expense Claims
An employee may accumulate travel expenses and submit them on a travel expense claim form once
a quarter (Mazch, June, September and December) if,
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County Personnel Administration Manual
1. There is no reimbursement to Advance Travel required on the claim
2. The amount to be reimbursed for travel expenses in any month of the quarter does not
exceed $50.00 (fifty) dollars.
Section 11.5 -Information Required in Support of Travel Expense Reimbursement Claims
The receipt for the commercial lodging facility and receipts for all meals (if being reimbursed on the
actual expense basis) must be attached to and submitted with the travel expense claim form.
Departure and return times should be rounded to the nearest half hour on the claim form and shall be
designated as A.M. or P.M.
Section 12.0 -Advanced Travel Funds
Employees may request an "advance" against their travel expense reimbursement to help with their
authorized County travel expenses. These funds shall be accounted for as follows.
Section 12.1 -Accounting for Advance Travel Funds
Any employee who receives a travel advance from the Advance Travel Fund must file an expense
voucher form within the next County billing cycle. Persons submitting claims with expenses in
excess of the amount advanced will be reimbursed for the difference by warrant. The employee shall
indicate on the Travel Expense Claim Form a deduction for all travel advance amounts received.
Section 12.2 -Unexpended Travel Advance Funds
Any unexpended portion of the travel advance is to be returned to the County no later than 15
(fifteen) days after the close of the authorized travel period. Payment by cash or check made payable
to the County is to accompany a properly completed travel expense claim form. Unexpended portion
of travel advances aze not to be carried forward to a subsequent travel period, but must be remitted to
the County as provided above. An employee may not make requests for Advance Travel when they
aze delinquent in accounting for or repaying a prior travel advance (RCW 42.24.140.)
Section 12.3 -Default in Payment or Accounting
Any default in accounting for or repaying a travel advance shall cause the amount that is unpaid to
become immediately due and payable. In order to protect the County for any losses from the
Advance Travel Fund the County has a lien against and shall withhold any and all amounts payable
or that become payable by the County from the employee's pay, up to the amount of such travel
advance.
Section 13.0 -Reimbursable Transportation Expenses
Section 13.1- Reimbursable Transportation Expenses
Reimbursable transportation expenses include all necessary official travel on railroads, airlines,
ships, buses, private motor vehicles and other usual means of conveyance. All transportation other
than private motor vehicles and County-owned motor vehicles must be on commercial carriers.
13.1.1 Reimbursement for Use of Privately-Owned Motor Vehicles: Reimbursement for
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County Personnel Administration Manual
mileage between the employee's residence and official workstation is a personal
obligation of the employee and is not reimbursable by the County. Mileage shall be
based on departure from the employee's official workstation unless their residence is
closer to their destination, in which case the mileage shall be calculated from the
employee's residence. Vicinity mileage may be included.
Section 13.2 -Miscellaneous Travel Expenses
Miscellaneous travel expenses essential to the transaction of official County business are
reimbursable to the employee. Miscellaneous travel expenses must be specifically itemized on the
travel expense claim form with receipts attached. Reimbursable expenses include, but are not limited
to:
1. Taxi fares, transit fares, motor vehicle rentals, parking fees, ferry and bridge tolls. Taxi or
transit fazes incurred by an employee on travel status going from their place of lodging to a
restaurant for a meal when the employee has no other means of transportation aze considered
a reimbursable miscellaneous travel expense.
2. Registration fees required in connection with attendance at approved conventions,
conferences, and official meetings if not previously paid.
3. Rental of a room in a hotel or other place that is used to transact official business. The room
rental is reimbursable as an item separate from lodging when authorized by the Departmental
Director.
4. Chazges for necessary stenographic or typing services in connection with the preparation of
reports and/or correspondence when authorized.
5. The charge for one brief (less than 5 [five] minute) phone call to the employee's home each
day the employee is on travel status.
6. Employees will be reimbursed for expenditures due to tipping, when claimed as actual
expenses, provided such tipping does not exceed I S% (fifteen) percent of the cost of a meal,
fare, or a day's lodging or the limits stated in Sections 8.3 and 9.1.
7. Motor vehicle rentals, registration fees, rental of rooms for official business, and other
miscellaneous travel expenses in excess of $50.00 (fifty) dollazs are not to be paid by the
employee. The purchase of such services should be accomplished in advance, in accordance
with prescribed purchasing requirements.
8. The cost for personal caze attendant services which aze required by disabled employees, in
order for them to travel, will be allowed as a miscellaneous travel expense. Such costs may
include the fees and travel expenses of the attendant. Such costs are not limited by the dollaz
amount established above. Instead, the limit for such costs is to be set by the Departmental
Director pursuant to Section 3.0 of these procedures.
Section 14.0 -Non-Reimbursable Expenses
Certain travel expenses are considered as personal and not essential to the transaction of official
County business and, therefore, aze not reimbursable. Such non-reimbursable expenses include, but
are not limited to:
1. Laundry and valet service, entertainment expenses, radio or television rental and other items
of a similaz nature.
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Jefferson County Personnel Administration Manual
2. Taxi fares, motor vehicle rental, and other transportation costs to or from places of
entertainment and other similar facilities.
3. Costs of personal trip insurance and medical and hospital services.
4. Personal telephone calls of an employee, except as stated in Section 13.2 (5) Miscellaneous
Travel Expenses.
Section 15.0 -Use of Privately Owned Motor Vehicle
Section 15.1 -General Requirements
The Departmental Director shall obtain a copy of their employees' current, valid "Proof of
Insurance" before authorizing the use of a privately owned motor vehicle in the conduct of official
County business. The Departmental Director for any one of the following reasons may authorize the
use of a privately owned motor vehicle in the conduct of official County business:
1. A County-owned or operated motor vehicle is not available.
2. It is found to be more advantageous and economical to the County that an employee travels
by a privately owned motor vehicle rather than a common carrier or a County-owned or
operated motor vehicle.
The use of a privately owned motor vehicle is to be based upon the County work requirements and
not the personal preference or convenience of an employee. However, when an employee requests to
use aprivately-owned motor vehicle in lieu of County-owned or operated motor vehicle that is
available for use, and the request is approved by the Departmental Director, the employee shall be
reimbursed at the mileage rate established by the Board of County Commissioners.
15.1.1 The Boazd of County Commissioners shall allow reimbursement at a rate not to
exceed those authorized. When requesting mileage reimbursement for use of a
privately owned motor vehicle, proof of personal insurance coverage is required.
Section 15.2 -Motor Vehicle Operator's License and Proof of Personal Insurance
Operators are to have a valid Washington State driver's license and valid and current Proof of
Personal Insurance in their possession while operating a privately owned motor vehicle when
conducting official County business. The County recommends and encourages employees using their
personal vehicle for County business to be fully insured for example to purchase and maintain
Under-insured and Uninsured Motorist coverage. It is also recommended that employees advise their
insurance carrier that they use their personal automobile for County business. Damage that occurs
to an employee's vehicle while the vehicle is being used for official County business is the
resaonsibility of the employee and/or their insurance carrier.
Section 15.3 - Report of Accidents -Privately-Owned Vehicles
All traffic accidents, regazdless of how slight, aze to be reported by the operator within 24 (twenty-
four) hours to the Departmental Director, and the proper law enforcement agency as required bylaw
(See Resolution No. 85-93 and the Jefferson County Safety Manual). Accidents involving personal
injuries are to be reported by telephone and followed with a written report.
Appendix D -Travel and Transportation
Policy & Procedures
Jeftersou County Personnel Administration Manual
Section 16.0 -County-Owned Motor Vehicles
Section 16.1 -General Requirements
The Departmental Director shall authorize the use of a County-owned motor vehicle. County-owned,
leased, or rented motor vehicles aze to be used only on official County business. No person, other
than the authorized employee and/or other quasi-employees who aze authorized to take part in the
specific official County business that necessitated the use of the vehicle, aze allowed to accompany
the employee in a County owned, leased, or rented vehicle.
The operator shall be responsible for maintaining the good appearance of the motor vehicle and is to
adhere to cazeful driving practices and observe traffic laws and regulations at all times. Purchase of
gas, oil and other items or emergency repairs to motor vehicles are to be made in accordance with
applicable regulations.
16.1.1 Contact in case of a Non Accident Emergency: During Normal Business Hours:
Questions about the applicable regulations and County procedures for the purchase of
gas, oil, other items or emergency repairs for any County-owned motor vehicle should
be directed to the employees' supervisor, if during working hours.
16.1.2 Contact in case of a Non Accident Emergency: After Normal Business Hours: If
questions arise after normal business hours or on weekends the employee should
contact JeffCom Dispatch for the number of the authorized "after hour" contact
person.
16.1.3 Accident Reports: (see Section 16.3) Blank accident report forms are to be kept in the
glove compartment of the motor vehicle for the employees' use.
Section 16.2 -Motor Vehicle Operator's License
Operators shall have a valid Washington State driver's license in their possession while operating a
privately-owned or County-owned or operated motor vehicle. Employees who operate County-owned
or operated motor vehicles and who use privately-owned motor vehicles to conduct official County
business shall complete a Defensive Driving course every 3 (three) years.
Section 16.3 -Report of Accidents -County-Owned Vehicles
All traffic accidents, regazdless of how slight, aze to be reported by the operator within 24 (twenty-
four) hours to the Departmenta] Director and the proper law enforcement agency as required by law
(See Resolution No. 85-93 and the Jefferson County Safety Manual). Accidents that involve injuries
aze to be reported by telephone and followed with a written report.
Appendix D -Travel and Transportation
Policy & Procedures
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APPENDIX `D'-Travel &Transportation Policy & Procedures
Section I.0 -Introduction
Ieffcrson Counh~ has established a system for control of travel that provides fix reimbursement of
travel expenses incurred by employees while on authorized travel. In order to ensure Erinlbunement.
employees must Ibllovc the procedures explained in this manual prior to Iravel. All travel t•cquests
arc suhmitted to the employee's llepartnleutal llirector or authorized designee who is responsible Ru
approving travel and Ibr ensuring that appropriate lands are available for official travel.
l hcsc procedures arc designed to ensure ?hat any paymcnis made under this section are reasonable.
accurate. and necessan~ for the conduct of the Ceuntv's business.
Section 2.0 -Definitions
'fhe following definitions will be used for fire purposes of these policies and procedures.
Depurnneruu! Du•ectur: Elected Ufticial. llepanment Head or authorized designee acting as the
manager Ibr that department.
~'~?~:i ~ ifs' .!"L'Cf: ~ti ~: ~':: -i:. ~;....,.! i. ~i, .. T1.~_ Tl: ~... I>,..,_ ..~~~,~,fti'nEl ~t01? •=~'ll'8t-l~i3L2~.~--cacricsr
., .~~BF
.P l'.~.a:.~~ 4 :I .1... ••lti,.~. C...Y~ ..1' L.fl:.~...... f`...... .. Tl:,.l. i',. Tf1'fea-
Itetmbttrerllent f~lr trRVe! expe=ses t<>~FII~1~4e_^ ~^,E ,~ :E~ -~ ..~ •~~ _- ~ .E`_ -..~
.i:,... ~...r.,..,.,...., ar
~~'~..
C)JJic•ia1 IY4n•k.cnrrian The place where an employee is assigned to ivm•k the majority oftheir work
schedule.
Uuu.tr-ert:p/uyee: r1 person actin, on behalfof the Counrv in a public service capacity as if they were
an employee of the County.
Sires;/c' Dar llt~ui Keunhr!rsenreru: 1'hc reimbursement for meals for an employee when the travel
does not include an overnight stagy.
!7a•ee~ !/our Krde: r1n employee has been in travel status R>r three 13) hours beyond hisr'her regularly
scheduled work day. The three hours may he any combination of time hetbre andror after the
scheduled working hours on the day in eiucstion. (See 8?.~21
Travel Stcrtrrs: An employee is considered to be on Travel Status lafien they leave their home or
ot7icial workstation. whichever is closer to their destination, for a destination outside •tefferson
Counrv on official Cbuuty business.
Appcndic D - lYa~ cl and 1 i~an>trra:nm
Puli.v K Paxraures
.lefferson Cbant. Personnel Administration Manual
"d-^'esl F.nd: ° The common tcnn for the area of.lcffcrson Count} that is septtratcii from the eastern
portion ol'the County by the Olympic National Park and is not accessible by I lighcva) without
u'aveling out of Jeflerson County. I or purposes of travel expense reimbursement. [raveline to the
\Ucst Eatd is considered travel °outside" the Count'.
Section 3.0 -Affected Parties
Unless otherwise provided by law. these rceulations are applicable to all employees and all yuasi-
employees. if specific travel circumstances arise. which are not coeered in this policy. the State of
\\ ashington Travel Regulations will he used as guidance in determining acceptable practices and
expenditures.
Section ~.0 -General
Section 3.1 -Care When Incurrinc Tracrl F'xpcnscs
Travel hinds are an important public resource and should be spent wisely and judiciously. It is
assumed and expected tha[ cspenses incun'ed under this policy will be appropriate to the
circumstances. and consistent with the best interests of the County and its desire W minimize travel
atsts.:yn employee traveling on official .ounty business is expected to exercise the same care in
incurring expenses and accomplishing the purposes of the travel that a prudent person would
exercise if traveline cm personal business. Employees are responsible for excess costs and an.'
additional expenses incun~ed li,r personal preference or convenience.
Section X1.2 -'['ravel [tineran'
The travel itinerary of an employee is u, be plaunai to eliminate unnecessary travel in the
perl'onrtancc of work assignmcn[s- \\ henever it is feasible fi,r two or more cmplocees to travel on
official County business in one vehicle. they are to do so.
Section 4.3 -Health and Safch of"Travelers
The health and safely of emplorci s is a top priority i» the conduct of travel related activities, h is
considered advantageous to the County for travel plans and itineraries to be established and altered
with consideration of hazardous inclement weather and other situations that could threaten the health
and safety of County personnel.
Section ~l.~3-Incapacitating Illness or Severe Inclement ~}'citttlct
:1n employee shall contact their supen isor as soon as possible i f the alteration of travel plans and
itineraries will result in extra travel cspenses (including meal andh~r bilging costs) due W
emergencies such as a sudden onset of incapacitating illness or because of severe inclement weather.
\otation on the Travel F,xpensz Voucher must include the name of the suddn isor tmho approved the
alteration and the approval date and a short description of the reason for the chance.
Section ~.5 - Compliance a ith the Americans «ith Disabilities Act (.4ll.4)
:lppcndiz D - 17a~r1 and iran:nnrta[ion
Polite 'fi Proccdt~rns
r\II Count}- personnel are to be atforded equal opportunit< to travel fitr ol'ficia! business even ii the
travel costs for disabled u~avelers will exceed tdtat would nonualh be utost eamomirtl to the
County, unless costs would create undue hstrdship on the Count} ss allowed by the ;\ll;1. Travel
authorizations and travel claims should be annotated that the extra costs were required to comply
ttith the ADA.
Section 5.0 -Reimbursement ;~4ethod
Rmployees are to exercise prudent judgment in incurt•ing travel cxpcrtscs on official County business
Excessive or unnecessary expenses Mill not be reimbursed. When an employee is traveling on
otticial County business. the DcparUncntal (]ft~cia: D~~tt»• will determine tahcther it is more
economical to require the evtplovcc to return to dte of tidal s?anon or residence daih or on
weekends.
Section 5.1 -Authorization for Travel Reimbursement
.4uthorizaticros Ibr travel shall he exercised though the Departmental Director tnnn properh
authorized 13:AKS travci line itetn ofthe Department budget. For navel outside the State of
\\%ashin,ton, the Out of State Travel Request Donn, which requires pre-approval by the County
Administrator will be used.
Section S.2 - Cse of Counri• Issued Credit Cards for'Iravcl
Travel expenses may be paid with a credit card issued to a County Department (See also Resolution
61-9~ and'_'?-01 regarding Cotuuy credit cards.) Employees using County e-}r.~e-sre_dii cards nutst
retain and submit expendiuuc receipts for all expenses that are charged to the card. Thc• employee
shall submit an accounting of all charges tcitltiu 1 D (ten) calendar days tollowine return from travel.
:111 charges lift which receipts are not submitted or which arc not eligible. lbr rzimbm'sement will be
disallowed and the employee shall remain pcrsonttlly liable for such char~~cs. Am disallo~~ed charc;es
shall inuncdiatcly be paid to the County by check or cash.
If tilt any reason disallowed charges are not repaid within 10 (tent days tbllovcimg return from traveh
the County shall have a lien against and a right to withhold any salary payable to or that twill be
payable to the employee up to an amount equal ro the disallotscd charges plus interest at the same
rate as charged by the compam which issued the charge card. if an employee has not repaid any
disallowed charges. he rn' she shall not be allowed io use a charge card for subsequent travel. If the
entplo}'ec still has custody of the card. hr or she shall surrender the card upon demand by the County
Administrau>r or County Treasurer.
Section 6.0-Direct Payment to Vendors Supplying Meals or Lodging
On occasion a department may negotiate meal or Iodgin, talcs directh with a vendt»' or vendors in a
specific area (i.e. the west end of the County) in order to accommodate navel ;u~rangcmcnts fur
several employees at the same time and~'ur to receive a cost savings.
:1ppendic D - 7;avcl zed braespanation
Pnlfa ~ Procedures
Section 6.1 -Approval and Documentation for Direct I':r}'ment to Vendors
\pproval of the Departmental Director must be obtained prior to authoririm_ direct billing to the
County and direct payment by the Count}. Any navments made according to this section are to be
supported by documentation consisting ot`.
a) \ list of employees and their respective departments.
b) An invoice from the vendor detailing the number of meals served and price per meal.
c) the details of the lodging information. includutg date(s) of occupancy. room number, room
rate and name(s) of persons occupyute the roost.
d) ['ayntents to vendors Ibr lodging expenses may nol exceed tltc limits stated in Sections 8. ~:
8:4 attd 9.1.
Section 6.2 -Travel by' Commercial Carrier (Airline.'1'rain, Bus)
6.2.1 .4dvancc 13ookir.~~s:
~Uhenever it is dctcrmined that savings in travel costs will result by taking advantage
of discounts offered by a comrncreia! carrier for advance bookings. payments are
authorircd to pay R,r airline or other coaunercial carrier ticlcets prior to a scheduled
trip if the County retains physical custody of the ticket. Tickets should be delivered to
employees in a timely manner in advance of u~avel to avoid last minute problems.
6.2? Most Cost Effective Route:
\ir and train transportation is to be by Tourist or Economy Class and by dte mast
direct or cost-ellectivc route.
V.2.~ i~icals:
If a ccndor has been paid directly for meals. the employee to ill not be reimbursed for
meal expenses even if rho employee is on travel status.
Section 7.U -Basis for Reimbursement
All travel expenses eli;ible for reimbursement shall be reimbursed fmm actual receipts or on a per
diem basis as follow's.~
Section 7.1 - Lod~in~
'I'Ite reimbursement for lodging expenses incurred on ofticial C,~unq~_business shall he on an actual
expense basis O~It.ti'.
Section 7.2 -Meals
The reimhursenunt for meals incurred while an employee is on Travel Status !itr of licial County
business Wray be made on the basis of one of the following methods to be dctcrmined by the
Employee's Departmental ~ca<I Director when the u~avel request is submitted:
7.2.1 ACTUAL f•,\PF,NSF. Basis
.~ppcndis n - I r<nti ar:d I rusponation
PoLcv & Proecdurcs
Actual L-xpense Basis (except if the meals have been prepaid accordin<~ to Section
6.2.3). Detailed receipts listing all of the items pm~chascd must be obtained for zach
meal that ma} qualih for reimbursement. Reimbursement I~~r ntzal costs_haiesi tttt
acuial espcpsz shall tt9t esceed_lhe linu[ti listzd in the A~1~ 3shing[on State Oflice of
FinanciaLlvlana~'ement 01~~1) Pcr llizm "~1ealBales table which includes thz nasic
cost of the meal, anti arty applicable sales tax and_any~custontary tip or s:ratuit~1
provided_sttch tin or aratuit~ ducs.not eazeed_I?_°ii, (fifteenl percent vi~the_co,t ~f the
meal.
7.2.2 PF,R DIF,M Basis
.4 Per Diem basis with the approval of the employer s Deparimental~eueDireclor.
The w'ashington State Office of Financial Management IUF\4~ Per llizmivleal_
Rates° tank snail sere e ~ts_th m • 1 cost reimbuncmS,nt s_cltcdulz which includes lh~
basic costsaf the mzal, and am applicable sales tax and an} cusrontatl tip or eratuity.
provided sltch ti t~ <,r -eratuit~ dt~cs_n~t ~sec~~_ l s°~o_(fiflezn)~rc~nt of the cost of the
nteail.
Section 7.3 - Lodging and?ar ~1eal Keimbursement tiOT AUTHORIZED
Reimbursement lin- lodging aud'or meals shall not be authorized under any of the litllowine
conditions:
• The cmplvyee doe, not incur expenses for lodging andr'or meals.
• The County lirrnishes thorn directh.
• The Counh fitrnishes Them through the payment of the registration or arotcrence fees
• :fin cmplo}re does not incur lodging expenses at a commercial facility.
• Reimbursement Rn- spouses. guzsts or other persons not authari~ed to receive reimbursement
under this policy or State re,ulalions.
• The Cotmt~' twill not reimburse act employee tier the cost of am~ alcoholic beverages.
REI~IBURSE~tE~T FOR :1LCOHOLIC. BF.VF.RAGE [S PROH[BI'iED.
Section S.0 -Reimbursable ~~1ea1 Expenses
Section A.l- General Guidelines
The cost of meals incurred iVlllll\ the Counq~ (except the A~~ est Rnd) are non-reimbursable because
ordinary meals arc the responsibility of the employee. However. reimbursement is authorized if ntadc
in accordance ta~ith the Resolution Vo. 40-96 Policy Establishing Criteria for the L•xpznditure of
Public Funds liar Satins and Drinhims.
ticction 8.2 -Keimbursement for Cos[ of Meals While nn Trat el Status
Employees nurst be on travel status w collect payments lire meals. The ii~lk+tming two criteria roust be
met for an employee to rcceicc a per eiiem meal ali~,wat;~eenteal rcimbursemcni:
,lppcndia J - Tea+~cl anJ lYnnspo;:anon
Police .k I'~oceituras
R.2.1 Single Da} Travel:
\4cal reimbursements for single day tra~cl arc considered taxable fringe benelits by
the IRS suhjcct to all employment taxes and will he included in annual taxabic gross
wages. Fm I~yecs_~ue reauir~d to cgmplete_the °Sin~lc_ Ua} A4aa1 Reimburumenf'_
'n-m and attaclt~etailed rcc~tptc_for suhmittal to the letFer~o ' tunt~:\uditor~s_
~ee._fhe formis avail_ahle in theJi,lloaing_c;irccton~: Pt`~~Puhlic'',Fonns`~,fravel_
Forms'. _-
R.2.2 Three-Flour Rule:
.fin employee may be reimbursed fbr m:;al cxponscs onh after they have been in travel
stouts li,r three (~) hours heyond his,'her regularh scheduled tyork day. The three
hours may be am' combination of time helbre and'or otter the scheduled working
hours on the day in question. For example. an employee tvorkittg an 8 hour day must
be trtyclirg 11 hours to meet this Wile while an employee working a 10 hour day must
he traveling 1 ~ hours. 'fhc traeder may not stop titr a meal just to meet the threo-hour
rule.
8.2.3 Travel Status During F,ntirc .\leal Period
Travelers must he on travel status during the entire meal period(s) in order to qualify
for reimbursement of the cost of a specific meal or meals.
8."_'.3.1 Alternate \\'orl: Dxy Meal Periods:
For empk,yees scheduled to work up to 9 hours Rcr dgF. the meal periods arc
as fiillows:
Brea6frrst - 6 rr.rn. to X a.rn.
/inch - :Yvon tv 2 p.nr.
Dinuer - G p.nr. tv 8 p.nr.
8?.3? For emplo}'ees scheduled to ~rork over 9 hours ner day the following
will he used to determine the meal period:
Brenbfrrst - 2 hours prior to the start of the scheduled workday;
Lrurrlr - 4 to 6 Rout's after the stars of the scheduled workday;
Dinuer -' hours after dtc end of the scheduled tcorkday.
8.2.4 Reasonable Cost
The reasonable cost of the emplo} ee's own meal may be reimbursed i f the cost of each
meal does not exceed the limits listed iu 5ee~i~~t3-$=~-the Vb'ashineton State Ofltce_~
Financial Managc_me;nt_[yU1 J'Il_Per Diem "Meal Rates~table.un:~=-~~~;n:;•~-
tla3t-tis"Qrty}~}}{r2-CH}~1HMf't FFai'[' ~ _ _. .~:.<-i~'illlltt ~-:'Ir'1
:lpprndis D- I'rr~cl anc l7anynm:nior,
Po3icc ~ Promiurcs
Jefkrsnn Count\ Personnel Administration ~1anual
8?J Mure than Onc Employee on a Claim
Reimbursement may be claimed b\' one person fur several employees eating together.
as long as all the names arc listed on the reimbursement claim.
8.3.6 Pcr Day Reimbm•sement
if an emplo)ce is being reimbursed on a Per Diem basis altd is eligible to receive
reimbursement for all .i (thrcel meals in a dav~. the per meal limits do not apply as
long as the reimbursement tin- ull ~ meals does not exceed the ''total Meal :~Ilowance
Per Dav." as listed in the ~4'ashineton State Ottlce of Linancial Managcment(OF'~lt_
Pcr L)iem --Meal Rates'- taL1~
8.2.7 F.ccess Amounts vat Reimbursed
Any amount paid fur meals in excess of those amomtts listed in ~c.;~=P=th€
\~ asltinsnon State Uftice_of Financial Management (OFNiI Pcr Dient':~ tes"
tableswill not be reimbursed.
Sectiun 8.3 - ~Ical Coll Reimbursement Schedule
Eor elnnlovices ~tih~tz~II_ ofthc_gttalil~r tions_fpr_tncal r~itnbursement t, Ite Washins!ton State
fflce of Linof ancial tilana ets »~att tOF~il Pcr lliettn "ti1_eal Rates' t?l~lc y5ill_.~1ti'e..a~ l bz-the meal
cost reimbursement schedule t~itich-includrisshe basic cost o£theme~t]. and an~_analicable_sal~s_t~x'
and am customan• t~ or ~r~, atuity (sez also Section l~ ?.(G)).~ti7lr+o_\« ' •' !:'
_t'-alitica;;=~=r-=.-, ~_:;i :::i;_±!=::,e=fl-is as €al~-r
RE1~1131"RSF~IF.\'7' FOR ALCX)HOLIC BEVER+,GES IS PROH113ITED.
1=iseakf~ f~Q
~a;,ak II~IN
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T••~•-rpcar+icnl-.~II~'tYJT:VIT
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t-I?!'-rilte'lk~te~' -wit-rt~,r'~
-rrcrn-rccz+n...+iFS ~fF-(.varrrsoT
Appcndi~ i)-l'ravd and 7rjnspuna;ion
Poiicv cF. Pmccdurs
Jefferson County Personnel Administration Manual
I-r1r9f h l-~~ro'~
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8.?.I Reimbursement for Out-Qf-$t~• Meals
For determininaout- of- state'~"~'~ ,.~.'.. ,- ,.,,°~t.., :, t. °ti- n, a:.,.~ .. ncr.....
~eac;+?bid 1)~ is:•~+-rciml?ttrsenientrPer l7iem rates, refer to the Gcncr2l Senic~
AdRti-islr• lion~S~y) wc1?stg,
$,~r3~Grant Reimbursed Meals
\\'hcn the County will be reimbursed for an cmployces~ meal expense thnxtgh a grant
which uses a diflcrcm reimbursement schedule. the Counh will honor that rate if the
employee submits documentation liom the grant contract that details the amount to be
reimbursed ti)r each moal.
Section 8.~-Meeting Out of the Counh• When the Employee [s Sol On Travel Status
\~'lten an employee does not reach the tray el status threshold for a meeting away" from Jefferson
County (i.c. is not on travel stu[us.) [he provisions of Resolution No. a0-9V apply and reimbursement
rnav otth' be made lbr meals that are scheduled as an integral part ol'an ol'ticial proceeding or
program related to offcial Counh' business and the. llcp<~trtmcntal llircctor approves payment tier the
meals iu advance o!'the meeting. convention, conference, or trainin`, session because. it is
advantageous to the County and is related to the employee's iob respousibilih'. See Resolution No.
-10-96 for complete text.
Section 9.0-Lodging Reimbursement
Reimbursement !i)r lodging will lie paid at the rate speci!ied in Section 9.1. Prior ~epantnent~k~td-
approval ~ the Dz ?~cntal llirector_is required li>r any quoted commercial lodging rate t}tat
exceeds :G17~.00 (one hundred seventy five dollars) per night.
Keintlxlrsement for ktd,ing is on the actual receipted cost ol'a standard. single occupancy room. in a
commercial facility.: commercial facility is a ludging lacility that meets the appropriate
government reeula[ions for the rental of rooms to the public. The conunzrcial facility could be a
motel a hofil, a bed and breakt'ast ur a hustcl. Employees arc io use discretion in choosing
azconnnodations. The h'pc of facilih" chosen should be appropriate litr normal business use.
Apptncr•.x D - I7ava! and l:arsportatien
Pof:cc R Procaloms
.lelrersmi (bung Personnel:\dmfnisu'ation Vauual
EY_4~1PLL•': 'fhe use of a bed and breakfast would not. be appropriate
if a standard motel is readily available. unless it can be clearly
demonstrated that the bed and breakfast costs ]ess.
\~~ hen an employee uses camping facilities in lied of cantncrcial lodging facilities for the crnployce's
convenience. reimbursement shall be for the actual space rental cost as evidenced by a receipt.
Section 9.1 -Lodging Expenditure Schedule
Lodging. costs trill be reimbursed at the actual cost of standard accommodation for a single
occupancy room in a commercial facility or actual pro-rated cost ul standard acconnnodatian when
room is shared with more than one party. A RF.CF.IPT IS RF.OL IRED fOR ALL LODGING
EXYL•'NSES.
Section 10.0 -Forms Lsed for Travel
the fi?llovving forms are to be used by employees seeking reimbursement of their authorised travel
expenses. Lmployees may request an "advance" against their travel expense reimbursement to help
with their authorised County travel cxpcuscs. Employees must request approval prior to makiltg any
atrangemems ibr travel out of the State of \tl`ashington.
Section 10.1 -,ldvance TravcVOut of State Travel Request Form
This ti?mt (see Fornts section oi~ the manual) serves as a request for an :ldvattce 1 ravel check or Out
of State travel reimbursement approval. Employees may obtain forms from their supervisor.:1
computerized version of this ibrm is available in the Ibllowing directory: P:''•,Public',Forms ravel
lrorms'+. 'l he form is an Excel spreadsheet and will automatically calculate.
10.1.1 Out of State Traces Requests: The employee must submit the completed tbnn to their
Departmental Director tits approval. The County Administrator trill rcvicvv and
approve or disapprove all out of state travel requests helin'e the Department makes
travel an'an>;ements.
]U.L~ Re nest for wivlncel 1 raves 1_unds: The employee must submit the completed form
to their De}?arlmentai Direcun' Ibr approval. Keyuests fur ~ldvanec l ravel lunds will
be submitted to ihc'frcasurcr's Office a minimum of ~ (five) working days before the
fiords are needed. The emuloyec nmst pick up their advance travel check from the
Treasurer', Oftice o+r the employ'ee's~t~.=ter_~r Departmental Director.
Section 1U.2 - Trxycl Expcnsc Reimbursement Forms
Forms identified below arc to be used by employees to submit an accounting of their authorized
[ravel expenses for which they arc seeking reimbursement (see the Eonus Section of the manual).
Instructions Ibr submitting a claim for reimbursement oftravcl expenses are included in dtis section.
:lppendie U - -IYascl and 1 r:m.ponn:ion
Pali.`: h P: occdures
Jefferson Cmmh~ Prrsonnel ~d minixtration Manual
Following are ~ (:k::~~efbw~) formats to claim reimbursemrent:
1. Submittin<, cxncnscs incurced on a monthly basis.
'. Submittin, expenses incurred on a daily or weekly basis.
3. Submitting only ibr mileage expense reimbursement.
4. Submittins expenses incurred on a sin~lo-day (no overrti;ht stay required)
F.mployccs may obtain forms fi'om their supervisor or use a computerized version of these Ibnns.
ta~hich are available in the Ibllowing directory: P:'~~Public'~~Parms'~~'fravcl Pornts`~. 7'hc Ior-nts arc in
Excel spreadsheet or PDl"'fill-in" format and caill automatically calculate.
Section 11.0 -Travel Expcnsc Reimbursement Claims
Requests for reimbursement of travel expenses must be made using the appropriate Travel Expense
Claim Fomts (see Section 10.0.) Entployccs should submit a travel expense reimbursement claim for
each month that they incur travel ext?~'nses
SccNon 11.1 - Ptrocessin~ Travel Expense Keimbursement Claims After "Craves Has Becn
Completed
Employees must complete all paperwork regarding travel expense reimbursement claims in a timely
manner. Anv monies owed to the County must he submitted to the Treasurer's 017ice within 30
(shirt}) days of an entployce's return tram u•avcl.
Section 11.2 -Submitting Travel F,xpense Reimbursement Claims
The "travel f~,xpensc Claim Dorm must Lie compkteci. sinned. and then submitted for approval to the
employee's Ucpartmental Director with a copy of the meeting or training schedule. agenda. or
brochure. Processing and payment to Qte employee will be included in the nest billing cycle.
Section 11.3 Submitting a 9'ruvel Expense Claim that'Ibtals Less than 510.0(1 (fen Dollars)
Employees should submit a Travel Expense Claim tbrnt for each month that they incur u'avel
expenses, however. if the total reimbursable travel costs do not exceed $]0 (tens dollars in tnt)
month, the employee may wait and submit the claim the next month for vyhicb a total reimbursement
would be greater than S 10 (ten) dollars.'fhe claim must be submitted within ~ (three) months of [he
date of the orieinal claim (see quarterly clauns. Section 11.-t.)
Section tl.~-Submitting Quartcrh Travel Expense Claims
An employee may accumulate travel expenses and submit them on a travel expense claim form once
a quarter (~~larch. Junes September and lleccmber) if.
I . There is no reimbw'sement to Advance Travel required on the claim
2. 1'he amount N be rein?burned for travel expenses in am month ol'the quarter does not
exceed $0.00 tlitl~l dollars.
Sectimr 11.5 -information Required in Support of Travel Fspense lieimbursement Ctaims
r\ppendi~ D - Tra<cl anJ Transportxion
Pot m< X: Procedures
Jefferson Counh Personnel 4rLninistration Dlannal
The receipt for the convucrcial lodging facility and receipt, lift all meals (if being reimbursed oft the
actual expense basis) Hurst be attached to and submitted with the travel expense claim lornt.
Ueparture and rentru times should be rounded to the nearest half horn' on the claim form and shall be
designated as A.\i. or P.~4.
Section 12.0 - .4dvanced Travel Funds
F.mployccs may request au "ad\'ance" against their travel expense rcimbursentent to help with their
authorized County travel expenses. 'Chew funds shall be accounted for as !allows.
Section 12.1 -Accounting for Advance Travel Funds
:\n} employee who rceci\s a u'a\el advance from the Advance Travel fund must file an expense
voucher R>nn within the next Counn~ billing c}cle. Person, submitting claims with expenses in
excess of the amount advanced will he rcintbursed tar the difference by' \yarrant. The employee shall
indicate on the'Crav'cl Pxpentie ('laim I~nrm a deduction for' all tra\cl advance antvunts reccival.
Section 12.2 -Unexpended Travel Advance. Funds
Any unexpended portion of the travel advance is to be retafttted to the County uo later than 1
(fifteen) days after the close of the authorized travel period. Payment by cash or check made payable
to the Cowtt}' is to accompany a properly completed travel expense claim {irmt. lnexpended portion
of travel advances arc not to be c;ui'ied Ionvard to a subsequent navel period. but nnrst he remitted to
the Count}- as provided above.:1n emploYCC may not make requests for :\dvancc Travel when they
are delinquent in accounting fir. or repaying a prior travel advance (RC'\4' -32.24.140.) .
Section 12.3 -Default in Payment or .Accounting
:\nv default in acaxmting for or repaying a travel advance shall cause the amoun[ that is unpaid to
become immcdia[ely due and payable. In order to protect the Counri' for any losses from the
Advance Travel Fund the County hus a lien against and shall \vilhhold any and all amounts payable
or [hat become payable by the County ti•ont the entploycc's pay. up to the amount of such travel
advance.
Section 13.U -Reimbursable Transportation Expenses
Section 13.1 - Rcimbursable'Cransportation F.xpcnscs
Reimbursable u'ansportation expenses include all necessary official travel on railroads. airlines.
ships. buses, private motor vehicles and other usual means of conveyance..All transpottation other
than private motor vehicles autd County-owned motor vehicles must be at conunercial carriers.
1 ;.l.l Reimbursement for llse of Privaleh-Ownect \iowr_Vchicles: Reimbursement rift
mileage beuveen the employee's residence and official workstation is a personal
ohliga[ion of the employee and is not reimbursable {iv the Cotmty. A~fileage shall be
based on departure tiom the employee's official workstation unless their residence is
closer to their destination, in which case the mileage shall be calculated from the
employee's residence. Vicinity mileage ntay be included.
:\ppcrJi• U - [ ravel and Trxmaponaiinn
YoLa .~ Procdurcs
Jen'erson County Personnel Administration '\lanual
Sectimt 13.2 - ~tiscellancous Traccl F.xpenscs
\4isccllaneous travel expenses essential ?o the transaction of official County business are
reimbursable to the employee. Aiscellaneous travel expenses must be specifically itemized on dte
travel expense claim Ibrnt +vith receipts attached. Reimhursable expenses include, but are not linr,teil
to:
1. Taxi tares. transit fares. motor vehicle rentals. parkim_ tees, ferry and L•ridge tolls. Taxi or
transit fares incurred by an employee on vavcl status going from their glace of lad~,ine to a
restaurant for a meal when the employee has no other means of transportation arc considered
a reimbursable miscePaneous u'avel expense.
2. Registration fees rcyuircd in connection with attendance at approved com~entions,
conferences. and official meetings if not previously paid.
±. Rental of a room in a hotel or other place that is used to transact official business. The room
rental ix reimbursable as an item separate li•om lode*ing when authorized 6} the llcpartntcn[al
Director.
4. Charees for necessary stenographic or typing services in connection \\ ith the preparatirnt of
reports and:'or correspondence \vhcn authorized.
5. The charge Rn' one hriel'Iless than ~ [five] minute) phone call to the emplovcc's home each
day the emplovcc is on u•avcl states.
6. F.mplo}ees will be reimbursed for expenditures due to tipping. when claimed as actual
expenses. provided such tipping does not exceed 1 ~0io (fifteeu) percent of the cost of a meal,
tare, or a day's lodging or the limits{}~"-~-~= stand in Suctions 8.3. ~:~ and 9.!.
7. Motor vehicle rentals. registration fees, rental of rooms for otiicial Business, and other
miscellaneous travel expenses in excess of $~O.OQ { tifiy) dollars are not to be paid by tho
employee. The purchase of such services should be accomplished in advance. in accordance
with prescribed purchasing requirements.
$. fhc cost for personal care attendant services which are required By disabled employees. in
order for them to travel will be allowed as a miscellaneous travel expense. Such costs may
include the lees and travel expenses of the attendant. Tl-e ! i. ~~;; ;e~_~ ?aah-Such costs is are not
limited By the dollar amount established above. Instead, the limit for such costs is to be set bv'
the Departmental Director pursuant to Section ~.0 ot""these procedures.
Section 14.0 -Non-Reimhursable ~,x~enses
Certain travel expenses are considered as personal and not essential to the transaction ol'oflicial
County business and, therefore, are not reimbursable Such non-reimbursable expenses inchrdc. but
arc not limited to:
1. f.aundry and valet service, entertainment expenses. radio or television rental and other items
ofa similar nature.
2. Taxi fares. motor vehicle rental and other u•ansportation costs to or from places of
entertainment and other similar facilities.
3. Costs of personal trip insurance and medical and ktospital scn ices.
y. Personal telephone calls ol~an employee. except as stated in Section 1 ±.Z (~) ~4iscellaneous
Travel Gxpcnscs.
Section 15.0 - LJse of Vrivatel~ Owned Motor Vehicle
:\ppena;~ f) - Trtnel and I :,r..pn'taiion
PoL•c+ .~ I'ro.edurcr
.Iefferson Counte Personnel Administr:uion Annual
Section 15.1 -General 12eyuirements
'fhe Departmental Director shall obtain a copy of their employees' current. valid "Proof of
Insurance~• before authorizing the use ofa privately owned motor Vehicle in the conduct of official
Counn~ business. 'fhe Departmental Director for an}' one of the lbllowing reasons may authorize the
use of a privately owned motor vehicle in the conduct of al'licial County business:
I . ~~ County-owned or operated motor vehicle is not a. ailablc.
2. It is found to be more advantageous and eanwmieal to the County that an employee travels
by a privately owned motor vehicle rather than a common carrier or a County-owned or
operated motor vehicle.
The use of a privately ow ncd motor vehicle is to be based upon Qte County work requirements and
not the peronal preference or convenience of an employee. However, when an employee requests to
use a privately-owroed motor vehicle in lieu of County-owned or operated motor vchiclc that is
available for use. and the request is approved by the Departmental llirector, the entploycc shall be
reimbursed at the mileage rate established by the Board of County Commissioners.
I?.l.l fhe Board of Count}' Commissioners shall allow reimbursement at a rate not to
ctici:ed those authorized. \\'hzn reyuesting mileage reimbursement for use of a
privately owned motor vehicle. proof of personal insurance coy crage is required.
Section 15.2 - btotm• Vehicle Operator's License and Proof of Personal Insurance
Operators are to have a valid \\'ashington State driver's license and valid and Curren[ Proof of
Pcxsonal Insurance in their possession while operating a privately owned motor vehicle when
cmtducting official County business. 'fhe Comity recommends attd encourages employees using their
personal vehicle ti)r C'ounn business to be Culp- insureai for example to purchase and maintain
finder-insured and L'ninsm'ed Motorist coverage. }I is ~ilso reconm:cnded that empavees advise t}tcir
insurance carrier that they use their personal automobile for Coun!~ busiucss. Oanla$C that occurs
to an emnlovee's vehicle while the vehicle is bcina used for official County business is the
responsibilih• of the cmnlovee and/or their insurance carrier.
Section 15.3 -Report of Accidents - Privatck-Owned Vehicles
~~11 traffic accidents. regardless of how slight. arc to be reported by the operator within Z~l (twent~-
four) lwurs to the Departmental llirector- and [he proper law enforcement agent}' as reyuircd by law
(See Resolution No. 8?-9? and the .lef(erson County Safety 4tanual)..Acciden[s involving personal
injuries arc to be reported by telephone and followed with a written rcpat.
Section 16.U -County-Owned A'lotor Vehicles
Section Uzl -General liequirentents
'Lhe llcpartment~l Head Ditcc0.x shall authorize the use of a County-awned motor vchiclc. County-
owned. leased. or rented motor ~chiclcs arc to be used only on official County business. No person.
other than the authorized employee antdlcn- other quasi-employees who are authorized to take part in
the specific oftcial Caunh business that necessitated the use of the vehicle, are allowed to
Appumlic D - l ravel and l ran>punation
Po(icv h Procedures
accompam the emplo}'ee in a County ov.ncd, leased, or rented vehicle.
The operator shall be responsible for maintaining the good appearance of the motor vehicle and is to
adhere to careful driving practices and observe traffic taros and regulations at all times. Purchase of
was. oil and other items or emerganc} repairs to motor tehiclcs arc to be made in accordance with
applicable regulations.
16.1.1 Contact in case of a Von elecident Emer~~ency: During Vonnal Business Hours:
Questions abintt the applicable regulaticntsrnd Count} procedures for the purchase of
gas, oil, other items or entergcncy repairs for any County-owned motvr vehicle should
be directed to the employees' supetl isor. if during workinv hours.
16.1? Contact in arse of a Von accident Emergency: After Normal Business hours: If
questions arise alter normal business hours or on weekends the employee should
contact ,IeITCom Dispatch for tite number of the authorized "alter hour" contact
person.
16.1.3 accident Kcports: Isee Section 16.3) Blank acciden[ repor[ lotnts arc to be kept in the
glove annparuner.[ of the motor vehicle for the employees' use.
Section 16.2 - Motor Vchiclc Opcrxtor's License
Operators shall have a valid Washington State driver's license in their possession while operating a
Rri~'aieh'-owned or Cowtty-owned or operated motor vehicle. Employees who operate County-owned
nr operated motor vehicles au wfio use privately-owned motor vehicles to conduct official Count}_
business shall complete a Defensive Driving course every 3 (three) years.
Section 16.3 -Report of Accidents - Counh-Owned Vehicles
All traffic accidents. regardless of bore slight. are to be reported by the operator within 24 (ttventy-
j lour) hours to the Deparunent;tl _-Director and the propor law enfrn-cemcnt agency as required by
taro (See Resolution Vo. 8?-93 and the Jefferson County Safety 14anual). .Accidents that involve
injuries arc to be reported by telephone and tollocaed faith a written report.
rlntxnd:z U - 1 i•avd aad ! ran;.orauon
Policy ~ Proccdc:rs