HomeMy WebLinkAbout007 13--fit a ~ ~3
COUNTY OF JEFFERSON
State of Washington
In the Matter of Amending Appendix "D" - }
Travel and Transportation Policy and } RESOLUTION NO. 07 13
Procedures of the Personnel Administration }
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 1T 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.
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JEFFERSON COUNTY
BOARD OF COMMISSIONERS
C.KI
John
Phil
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
aze 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 aze designed to ensure that any payments made under this section aze reasonable,
accurate, and necessary for the conduct of the County's business.
Section 2.0 - Deitinitions
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.
Official 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 azea of Jefferson County that is sepazated from the eastern
portion of the County by the Olympic National Pazk 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 are 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 caze 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 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 4.4 -Incapacitating lllness or Severe Inclement Weather
An employee shall contact their supervisor as soon as possible if the alteration of travel plans and
ifineraries 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 hardship 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 cazd issued to a County Department (See also Resolution
61-95 and 25-O1 regarding County credit cards.) Employees using County credit cards must retain
and submit expenditure receipts for all expenses that aze charged to the cazd. The employee shall
submit an accounting of all charges within 10 (ten) calendaz 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 are 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 charged by the company which issued the charge cazd. If an employee has not repaid any
disallowed chazges, he or she shall not be allowed to use a chazge cazd for subsequent travel. If the
employee still has custody of the cazd, he or she shall surrender the card 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 area (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 are 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.
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c) The details of the lodging information including dates} of occupancy, room number, room
rate and name(s) 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 are
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,
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Policy & Procedures
Jefferson Countv 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 aze considered taxable fringe benefits by
the IRS subject to all employment taxes and will be included in annual taxable gross
wages. Employees aze required to complete the "Single Day Meal Reimbursement"
form and attach detailed receipts for submittal to the Jefferson County Auditor's
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Jerferson Countv Personnel Administration Manual
Office. The form is available in the following directory: P:1Public\Forms\Travel
Forms\.
8.2.2 Three-Hour Rule:
An employee may be 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 maybe 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 day,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 maybe 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 a113 (three) meals in a day, the per meal limits do not apply as
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Jefferson County Personnel Administration Manual
long as the reimbursement for a113 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-of--State Meals
For determining out-of--state reimbursement/Per Diem rates, refer to the General
Services Administration (GSA) website.
8.3.2 Graut 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 aze 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 dollazs) per night.
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson Countv Personnel Administration Manual
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 cleazly
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 standazd 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
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 TraveUOut 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:1Public~FormslTravel
Formsl. The form is an Excel spreadsheet and will automatically calculate.
10.1.1 Out of State Travel Re ug ests: 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 Request 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 aze needed. The employee must pick up their advance travel check from the
Treasurer's Office or the employee's Departmental Director.
Appendix D -Travel and Transportation
Policy & Procedures
Jefferson County 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 are seeking reimbursement (see the Forms Section of the manual).
Instructions for submitting a claim for reimbursement of travel expenses are 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:~Public~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 regarding 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) dollars 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) dollars. 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,
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Jefferson Countv 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) dollazs.
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 are 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
are 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
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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 maybe included.
Section 13.2 -Miscellaneous Travel Expenses
Miscellaneous travel expenses essential to the transaction of official County business aze
reimbursable to the employee. Miscellaneous travel expenses must be specifically itemized on the
travel expense claim form with receipts attached. Reimbursable expenses include, but aze not limited
to:
1. Taxi fazes, transit fazes, motor vehicle rentals, pazking 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 prepazation of
reports and/or correspondence when authorized.
5. The chazge 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,
faze, 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) dollars 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 care 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 aze not limited by the dollar
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
aze 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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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 carver 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. Dama¢e that occurs
to an employee's vehicle while the vehicle is being used for official County business is the
responsibility of the employee and/or their insurance carrier.
Section 15.3 - Report of Accidents -Privately-Owned Vehicles
All traffic accidents, regazdless of how slight, are to be reported by the operator within 24 (twenty-
four) hours to the Departmental Director, and the proper law enforcement agency as required by law
(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.
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Jefferson Countv 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 are to be used only on official County business. No person, other
than the authorized employee and/or other quasi-employees who are authorized to take part in the
specific official County business that necessitated the use of the vehicle, are 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 careful 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 azise 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 aze 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, regardless 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 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 1.0 -Introduction
,Icfterson County has cstablishzd a system li>r control of travel that provides for reimbursement of
trove. expenses incurred by employees +chile un authorized travel. In order to ensure reimburxntcnt.
cmplocxs mint titlk~++ the procedures zxplained in this manual prior to [ravel. :111 travel requests
are submitted to the zmployee's Departmental Director or authorized designee repo is responsible for
approving travel and titr enstving that appropriate funds are available lirr ollicial travel.
These procedures are designed to ensure that anv payments made under this szction are reasonable.
accurate. and necessary for the conduct of the County's business.
Section 2.0 -Definitions
fhe following definitions twill be used t'or the purposes of these policies and procedures.
Depurnuentcrl Direcor: Elected Official, llepartment I Lead or authorized designee acting as the
manager f8r that department.
~F.'`+: E ,~c:-! 'rte:-an .3!~2a a..:-...,~, ti. .,.,., n.._ n:~.., o.. ~.... -.,..., ..r u;.,. r.;.wkx2=4t@t~l--u~"-=-ta-c :-ate
Iaav-ink trgl!er ea~,,.:...,,:..'~..- :~~, ••":leal t=c,st Keintburse~tent S=.'~°a..~° - ~- c ~,..:,,., o , . c.._.
Reintbarse„~~~•r._,-...,'. _ ~~~,,~st-Lfldwillbent~negul~tete-
Officdul (1brk.+•rerriat: 77tc place where an employee is assumed to work the majority of their work
schedule.
Orra.ri-enrRlwee: A person acting on behalf of [hc County in a public service capacity as if they were
an employee of the County.
Sin;lc Der} :'flecrl Reimhur.+cnrent: 'fhe reimbursement for meals for an employee when the travel
does not include an ovcrnigltt stay.
Three Nnur Rule: An employee has been in travel status for three (~) hours beyond his/her resularly
scheduled work day. The three hours may be anv combination o2 time hcti~rc andiur after the
scheduled taorking hours on the day in quzstion. (Sze R.?.}'?)
Trurel Saarr.+: 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 Couttri' business.
Appeodis U - I ra~r! and ; fan;porz:ion
t'olice ~ Proctd!vra
"lE'esr Ftid: '• The common term for the area of.ieffersor. County that is separated from the eastern
portion of the County' b}'the Oh'mpic \ational Yark and is not accessible by I lighwa}' tcithout
traveling out of,lel•lerson County. Pvr purposes oi•travel expense reimbursement, traveling to the
Well End is considered travel °outside" the Counri~.
Section 3.0 -Affected Parties
unless othcnvise provided Lt, late, these regulations arc applicable to all employees and all quasi-
employees. Jf specific travel circumstances arise tvhictt arc not covered in ibis policy. the State of
~4'ashin~~ton Travel Regulations will 6e used as guidance in detenttining acceptable practices and
expenditures.
Section 4.0 -General
Section ~. t -Carr ~4`hen Incurring Travel Eipensrs
Travel Rinds arc an important public rescntrce and should he spent ttisely and judiciously. It is
assumed and expected that expenses incurred under this policy tt-ill he appropriate to the
circumstances. and consistent with the best in[erests ofthe County mtd its desire [o minimize travel
costs.:~n employee traveling on official Count business is expected to exercise the same care in
incurring expeuses and accomplishing the purposes of the travel that a prudent person tvottld
exercise if trwelin_ on pcrsonat business. Employees are respatsible for excess costs and env
additional expcttses incun~ed for personal preference or convenience.
Section 41 -'Travel Itineran'
-The travel itinerary of an employee is to he planned to eliminate unneccssarv travel in dtc
peribmtance of work assignments. ~,~'henever it is feasible for ttvo or more employees to travel on
official Count,: business in one vehicle. they arc to do so.
Section 4.3 -Health and Safety of Travelers
l he health and safety of employees is ivp priority in the conduct of travel related activities. It is
considemd advantageous to the County tier travel plans and itineraries to be established turd altered
frith consideration of hazardous inclement ttcathcr and otircr siurations that could threaten the health
curd satep of County pcrsonncl.
Section 4.4 -Incapacitating Illness or Severe Inclement ~Veathet
.An employee shall contact their supcn isor as soon as possible if the ahcration of travel plans and
itineraries trill result in extra travel expenses (including meal and'or lodging costs) due to
emcr~,cncics such as a sudden onset of incapacitatine illness or because of severe incleurent weather.
Notation oft the Travel Expense Voucher must include the name of the supervisor who approved fire
alteration and the approval date and a ,hurt description ot• the reason lire the change.
Section 3.$ - (:ompliance with the :americans with Disabilities Acl (AUA)
:'tppcrdi• D - Trxv¢I and Trumpornutiun
Police r Prnccdures
.All County personnel arc to be afforded equal opportunity to travel for official business even it the
travel costs far disabled u'avelers vaill cscecd what ti~ould nonually he most economical to the
County, unless costs would create undue htu'dship on the County as allmved b\ the .AD;\. Travel
authorisations and travel claims should be annotated that the extra costs were required to comply
\\ ith the .~\D:1.
Section 5.0 -Reimbursement Viethotl
Gmplo\ees are to exercise prudent juil~-ment in incurring travel expettscs on official County business
Excessive or unnecessan~ cxperses will not be reimbursed. 1~'hcn an employee is traveling on
uliicial County business, the Departmental t-{-Director vein darertnine vt~hether it is more
economical to requite Qte employee to return to the ollicial station cn' residence dail_\ or on
\veelend.
Section S.1 -:1uthorizxtion fns Travel Reimbursement
:authorizations Ibr 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 Fornt, which requires pre-approval Lie the Crnutty
.Administranx will be used.
Section 5.2 - L'se of County issued Credit Cards for Travel
Travel expenses may be paid with a credit card issued to a County Department (Sec also Resolution
61-9> and 2~-Ol regarding County credit cards.) Gmp(oyees using C'ountvcredit cards must
retain and submit expenditure receipts tits all expenses that arc charged to the card. The employee
shall submit an accounting of all charges within 10 (teal calendar days following return li'om travel.
All charge. tits which receipts are not submitted or which are not eli;ib]c li\r rcimhursement \vill be
disallowed and the employee shall remain personate liable fur such charocs.:1nv disallowed charges
shall immediately be paid to the County by checl: or cash.
If for any reason disallowed charges are not repaid within 10 (ten) days tbllowing return I}om travel.
the Counts shall have a lien against and a right to withhold any salary payable to or that \vill be
payable to the employee up to an amount equal to the disallowed charges plus interest at the same
rate as charged by rite company which issued the charge card. if an employee has not repaid any
disallowed charges, he or she shall trot be allowed to use a charge card for subsequent wave!. f f the
employee still has cusiod}' of the card, he or she shall surrender the card upon demand by the County
Adminisu<rtor or Cotmt\ "treasurer.
Section 6A - llirect Payment to Vendors Supplying ~Icals or Lodging
On occasion a department may negotiate meal or lodging rates directly with a vendor or vendors in a
specific area (i.c. the west end of the Counhl n order to accommodate travel an•angements tits
several anplov~ees at the same time andhtr to receive a cost savings.
4np;ndi~ t) - 17avci and ; isrs, orta.ion
Police K Procedcra
Section G.1 -approval and Uocumcntation for Uircct Pxymcni to Vendors
Approval of the Deparunental Director must be obtained pt•ior to authorizing direct billing to the
Cotmty and direct pa~aunt b~ the County.:~m payments made according ur this section are to he
supported by docununtation consisting of:
a) :1 list of employees and their respective departments.
h) :1n im'oice iiom the vendor detailing the number of meals served and price per meal.
c) I he detaik oi'the lodging intitrntation including date(s) of occupancy. room number. room
rate and name(s) ofpersons occupying the room.
d) Payments to vendors far lodging expenses may not exceed the limits stated in Section, 3.3,
iS.~-and 9.1.
Section 6.2 -Travel ny Commercial Carrier (Airline, Train, Bus)
6.2.] Advance 13uokin,s:
l4'hcneccr it is determined that savim_s in travel costs will result by taking advantage
of discounts offered by a commercial carrier li+r ad. once bookings. payntcnts arc
authorized to pay li)r airline or other commercial carrier tickets prior to a scheduled
trip ifthe County retains physical custody of the ticket. l ickcts should be delivered to
employezs in a tirncly manner in advance oftravcl to avoid last minute problems.
fi?.? \4ost Cost L•ffective Route:
Air and train transportation is to be by'fourist or Lconomy Class and by the mast
direct or cost-effective route.
G.2. ~ A~teals:
I l a vendor has been paid directly for meals. the employee will not be reimbursed for
meal expenses even if the employee is on navel status.
Section 7.0 -Basis for Reimbursement
All travel expenses eli«iblc 1i)r rcirnburscrncnt shall be reimbursed from actual receipts or on a per
diem basis as follows.
Section ?.I - 1 •od~in~
The reimbursen?cnt li>r lodging expenses incurred on otlicial C~unt~ business shall be on an actual
expense basis O\I.~'.
Section ?.2 - Meals
The. reimbursement far meals incurred while an en?ploycc is on '1'ravcl Status ti)r official County
business may be made an the basis oi'one of the follow~ine methods to be determined be the
Fntplovee's Departmental #?eacfDirector vyhcn the travel request is submitted:
..? l AL"fU.4L f:XPL•;ivSL basis
:lppcndis U -'Navel ard -rrancpon:uinr.
Polio ~ Procaiures
Jef(crcon Counri Personnel adminisrr~tion )immal
Actual F.xpensc Basis (except if the meals have been prepaid according to Section
6.2..i f. lletailed receipts listiut all o1'the items purchased must be obtained for each
meal that may qualify for reimbursement. Itcimbursemeni fiir meal costs basc~i on
actuaL~ tense ,hall ;tgt_exceed the limits listeditt the ~'t a,hingt~~n State Qtf ' of
Finan_ctal \laa' cement O1 M~ P~rJ_)iem \4eal__Rates" tattle which mc,hrd± tlt~ basic
co;r !the meal, and a1~ts 't iz~ icabic sales tai and any customar,~tip or ~,ratuit~
t~~'dcc~ stie tin or ~~taity sig~ssux excecd_1 ~% (fifteen~ercenl of the citst_ol the_
meal. -
7.2? PF.R lllEr~1 E3asis
:\ Per Diem basis with the approval of the employee's Dcpaltmental+l<;~nirector.
The Washington State Ottte~ of Finansial_Iv'Ianacement OF~1) Per Diem "Meal
Rates° table shall serve a_s the meall ~tt5t reimbursement sehcdule_~~'hic]) includes the
basis cost of :he meal. and an}' aunlicable sates tax and any custozn~tr: tin or l;rttuit~•,,
trovldssl such ti c)r ~~ atulh oes not exceed L?"/o hftt:enlizercent of the ce?st oT t;le_
meal.
Section '.3 -Lodging and/or ~4eal Reimbursement YOT AL:THORIZF.D
Reimbursement Ibr lodging andior meals shall not be authorized under am of the following
conditions:
• The employee does not incur expenses Ibr lodging antf4)r meals.
• The County furnishes them directh.
• The County iilmishes them through the payment of the registration or conference fees
• :1n employee does not incur lodging expenses at a commercial facility'.
• Reimbursentcnt for spouses, suests or other persons not authorised to receive reimbursement
under this policy or S[rtc regulations.
• The Counts will not reimburse an ctnployce fbr the cost of any alcoholic beverages.
REti\1BL RSL~9F,VT FOR ALCOHOLIC BI?~'F.RAGF. IS PROHII3FCEll.
Section 8.0 -Reimbursable Meal Expenses
Section 8.l- General Guidelines
The cost ofntcals incun-ed \l'1 I-HI\ the County lexcept the West End) arc nou-reimbw•sable because
ordinan meals are the responsibility of thc• employee. However, reimbursement is authorized if mods
in accordance with tltc Resolutitm \o. ~40-96 Policy Lstablishing Criteria li!r the Expenditure of
Public Funds for Eaum~ zutd Drinking.
Section 8.2 -Reimbursement for Cost of Meals W'hilc on Travel Status
1:mployees must be un travel status to collect payments for meals. fhe following hvo criteria must be
met li!r an employes to receive -rer: ;l!o:ia:tcemeal reimbu>'sent~itl:
Appendix U - f rzvcl and I rarsportalion
Polscs & Prncechucc
Jerferson Couna~ t'ersunnrl :administration ylanuul
8.2.1 Single Day Travd:
Tv~leal reimbursements Cor single day travel are considered taxable fringe benefits h~~
the IKS suhlcct to all empk»'ment taxes and ~~ill be inducted in annual ta~ablc cross
wages. Gmplc)~e' are reuun'ed to comnlcte the "Sjnrlc_I7ay \1;;.31 Kcunburscmenf
font andstttachdetailed rcccints tix submitt_ttl to the .ICttcrson County Auditor's
Office. The firm is available m the following directot~~: N:~~Pub!ic~~~Fonm~_Tt~a~_el_
8?.'_ 'Three-Hour Rule:
An emplo}cc utay be reimbursed for meal expenses onh~ ater they have been in travet
status for three (~) hours beyond hisrher regularly scheduled Mork dav. l~hc throe
hours may be any combination of time before andior after the scheduled ~~orking
hours on the day in question. For extunplc. an employee tyorkin<~ an 8 hour dav must
be travdin, I 1 hours to meet this rule tvttilc an employee working a 10 hour day must
be traydin,~ 1 ~ hours. The traveler may not stop for a meal just to meet the three-hour
rule.
8.2.? Travel Status During Antirc ~Ical Period
Cravclcrs must tic on travel status durim~~ the entire meal period(s) in order to qualify
far reimbursement ol'the cost ol'a specific meal or meals.
8 '. +.1 Alternate ~Vorl: Day ~Ical Periods:
Por employees scheduled to work up to 9 hours ner day. the meal periods are
as follot~s:
6reabjnst - 6 a.nr. to K a.nr.
L« ncG - .1'oon to 2 p.nr.
Dinner - 6 p.nr. to 8 p.»r.
8.2.?.2 For emph~yees scheduled to work over 9 hours per dav the following
will he used to detenninc the meal period:
Breakfast - 2 hours prior to the start of the scheduled workday:
LrurcJr - <t to 6 hours after the start of the scheduled workday:
Dinner - 2 hours after the end of the schedtded workday.
8.2.-t Reasonable Crust
The reasonable cast of the employee's own meal may he reimbursed il'the cost of each
meal does not exceed the limits listed in Sec:ietz R, the ~f'ashington State Office ol"
Financial ~latta~.ement101'~it Per Di~11t_"M€al Bales ~ table.o-h~1~~=m~n~ct
Appcnuis D - 1'ri~ ct anc Trm,pi~-taliun
Po:icv K I'roccd•aras
Je!lenon Cuunh~ Personnel Administration \lanual
8?.5 >lorr than One Fmploycc on a Claim
Reimbursement nr<t\ be claimed b\, one person for scccral employees eating together.
as Long as all the names are listed on the reimbursement claim.
8?.6 Per Dav Reimbursement
If tut employee is being reimbursed or, a Ycr l)icnt basis gad is eligible to rccciae
reimbursement for all ~ Ithrec) meals in a da\. the per meal limits do not anph as
long as the rcimburscntcnt for all 3 meals does not exceed the "Total Nieal Allo\vance
Pcr Day:--:~s listed in the~4~~shittsdon State Office ot'Financial \~tanagement IOFiv7l
Pzr~)iem "~4eal Rates" table.
8.2.7 Excess .Amounts Nut Reimbursed
Anv amoum paid fitr meals in excess of those amounts listed in fiction b. ~ }he-
Vashin_ton State (_)tTicc of 1 financial Management {c)I~M),Pzcl?i~nLM~al_liat~s-_.
t le \\ill not be reimbursed.
Section 8.3 - Vieal Cost Reimbursement Schedule
or em lo~'ccs ~tih~ ntzCt all oI-ihes~ualil_ica i mti tti>. r me_•ti eimbursement, the R%a hineton State
Offce of Pinancia Manaeement (OF~4) Per_Diem ~'ty9cal Kates" table vm~ill serve as ~'lx-the meal
cost rcimbu:•sement schedule \\ltich in_clud_zs cl~ hasi~~ost of the me~l,~tld-['sitY a nn_ licable gales tax
and an}_ customat~~i1? or_~rat ih (see also Soction I _ '.(6)1iey~-H-"rr~ra~
RE1~713URSI?11ENT POR ALCOl10L1C l3L•'~'L'R:1GL•'S IS ('R011113ChGD.
~et~t
6ttm-'lt 1-1-0^
~1i+tr3er -1-15!x;:;
1ftitiOA-t9iu' ..._.,i .. .. n,....a .. ..t,:..t. a....r...,...t.., w..-:^ _ -- -t.[.e .......t ...a ..
c
°°~~a~o.-~.-.«:~bttrSemettf fef-?`'iCe1-G69t5 to-a High-CeSI .arCa _
_ ~
't•,• ••,••mc-rv~c-t':mici-1i21t?M~w~Fll-tlOt bf-EE'tlii~~UrSt'ftr.-j _
Appandi~ D - Ravel er:d 1'r:uuponaiinn
I'olia ~~ I'rocadurc;
freak-fast SJ~
6are~i
I~i~:.er ~fi:9f)
$:~..~. it n ... ........:.....J-,., :r ~r~F-~I~I-: tlf'fl-
rr:..,,,--~.,~~«,ti9R-t3~-tl)z-~'~ttditNf-Af-i}ie-~4t
tip- ..
• r
~.~` aS}21r-
.'R n-t'~-ck~*;ni~raeiue o?=t+hat-areas aae consider~~i f li~lr Cost :'areas.
$;ZI Reimbursement for Out-nf-State )teals
_ For detenninineo~t-{r(=-state #ct~st~ areas.~;he~(~-+i+El:-ih~~~aidik~r'.s ()#Tit~-:-
:`•-~•: •~~~~~'.~~~:°.•~~•-LeimbursemenVPer Diem rates, refer to the General Services
Administration (GSAI wehsite.
$.~3? Grsnt Rcimhursed Mails
R hen a-c Counn will be reimbursed fa' an employees meal c~pens< through a grant
which uses a different reimbursement schedule. the County will honor that rate if the
employcc submits documentation from the ~zrant contract that details the amotmt to be
reimbursed litr each meal.
Section 8.y -Meeting Out of the Colam• When the Employee Is ivot On Travel Status
~1'hcn an employcc does not reach the travel status threshold for a meeting away from Jefferson
County (i.e. is not on travel status.) the provisions ol~Resolution \o. 40-96 apply and reimbursement
may only be made ii;r meals that are scheduled as an integral part of an oft7cial proceeding or
program related to oY_ftcial_County business and the Deparunental Director approves payment for the
meals in advance of the mectin~. convcution. eontcrence. ur trainin~_ session because it is
advantageous to the County and is related to the employ'ee's job responsibility. Sec Kcsehrtion Vo.
4p-9(i for complete te~t-
Section 9.0 -Lodging Reimbursement
Reimhursement ti;r lodging will be paid at the rate speciticd in Section 9. I . Prior DST ~;,r~raa-
approval by the llenartntcntal llirccta' is required Yor auv quoted commercial lodgine rate that
exceeds $17.00 (one hundred seventy five dollars) per night.
Reimbursement firr lodging is un the actual receipted cost of a standard. single occupancy room. in a
conunercial faeiliri'. i\ conuttcreial facility is a lodging facilit}~ that meets the appropriate
government regulations lirr the rental of rooms to the public. The commercial faciliri could be a
motet, a hotel, a bed and breakfast or a hostel. L;mployees arc to use discrctiou in choosing
accommodations. The tope of facility chosen should 6c appropriate for normal business use.
Apptndis D - "rruwl and Trensporrttion
Poii.~ ~k Pmctd~.~rc>
.Icffcraon County Pcnonncl Administra[ion Manual
EXA~1PLF.: T he use of a bal and breakfast would not be appropriate
if a standard molt, is rcadih available, unless it can be clearly
demonstrated that the bed and breakfast costs less.
W'hc^ an employee uses camping facilities in lice of comntcrcial lodging faciiitics for the employes s
convenience. reimbursement shall be for the actual space rental cost as evidenced b} a receipt.
Section 9.1 - Lodrin„ E~pendiutre schedule
Lodging costs wilt be reimbursed at the actual cost of standard accommodation for a single
uccupane~ nx?nt in a comntcrcial fitcilih or actual pro-rated cost of standard accommodation ~afien
room is shared \a°ith Wrote than one patty. A RECEIPT IS REOCIRED FOR:ILL LODGI\G
EYPEISES.
Section 10.0 -Forms Used for Travel
11tc follo\ving fomts are to he used by employees seeking rcimbursemcnt of their authorized travel
expenses. F.mpioyecs may request an "advance" a~~ainst their navel expense reimbursement tv help
with their authorized County travel expenses. Employees must rcyuest approval prior to making arty
arrangements ti:r travel out ofthc State of Washin~~ton.
Section 10.1 - Advunce'CraveVOut of State Travel Request Form
This fvmt (see Fvmts section of the manual) serves as a request for an ~~dvance 1~ravcl check or Out
oC State travel reimhuscrncat approval. Employees may obtain forms from their supervisor. A
computerised version of this form is available in the following director,-: P:':Public\Fortns'':Traecl
Fornts'~.. The form is an Excel spreadsheet and will autanatically calculate.
I Q I.1 Out of Stain 7~rav°el 12cduess: 7~Ite emplo}ce must submit dte completed form to their
Departmental Director Rtr approval. The County .Administrator will review and
approve or disapprove all out of state travel requests heli?re the Departmen[ makes
travel arraneements.
10. L? Reuuest Ric :advanced ll•avcl Funds: The employee must submit the coin}?leted limn
to their Dcpattmcntal Director for approval. Requests for :~dvauce 'l ravel funds will
be submitted to the Treasurer's Office a minimum of ~ (five) workin~~ days before the
lands are needed. The employee must pick up their advance travel check from the
'Treasurer's Office or the employee's~tana~=er llcpartmcntal Dir~ctvr.
Section 10.2 - Travel rxpcnsc Reimburscntcnt Forms
Forms idcntitied bc!ow arc to be used by employees to submit an accouming of their authorized
travel expenses Ibr which they are seeking reintbursemem exec the Forms Section of the manual).
Instructions ter submitting a claim fvr rcimburxrttcnt of travel expenses are included in this section.
\npcndis U - I7a:el and . ransperaaon
Police <t Proccdura
Jefferson County Personnel AJministration M1tanual
Following arc ;~ (tit:~fout) tbnnats to claim reimbursement:
I. Submitting expenses incun~ed on a monthly basis.
2. Submittin~~ expenses incurred on a daily or weekly basis.
3. Submitting only lire mileage expense reimbursement.
=}. Submittin~~ e~pcnscs incurred on a single-dad (no overni<*ht stay required)
Eutplovees may obutin li>rms from their supercisar or use a computeri-red version of these tornts,
which are available in the following directory: P:''~~Public`~,Fonns'~:1'ravcl Forms`.. The forms are in
L:xcel spreadsheet or PDF "sill-iri ~ format and will automatically calculate.
Section 11.0 -Travel Expense Reimbursement Claims
Request, Ibr rcimburscntent of u~avel expenses must be made using the appropriafi 'travel lixpcnsc
Claim Dorms (see Section 10.0.1 Employee, should submit a travel expense reimbtirscment claim for
each month that they incur travel expenses.
Section 11.1 -Proccssing'I'ravel Expense Reimbursement Claims After Travel Has Been
Completed
Employees must complete ail paperwork regarding travel expense reimbursement claims in a timely
manner.:\nv monies owed to the County must be submitted to the'frcasurer's Ofticc within 30
(thirtc) days of an emplocec's rentru from travel.
Section 11.2 -Submitting 'f ravel Expense Reimbursement Claims
The ~l-ravel Expense Claim Form must be completed. signed. and then submitted for approval to the
employee's Departmental DireMOr with a copy of the meeting or training schedule, agenda, rn•
brochure. Processing and payment to the employee will he included in the nex! billing cycle.
Section 11.3 -Submitting a'1'rucel Expense Claim Ihal Totals Less Ihan 510.00 (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 510 (ten) dollars in am'
month, the employee may wait and submit the claim the next month fee which a total reimbursement
would he greater than $ l0 (ten) dollars. The claim must be submitted within ~ (three) months of the
date of the original claim (see quatYerly claims. Section 1 1.4.>
Section (1.-{-Submitting Quarterk'I'ravel Expense Claims
An employee may accumulate travel expenses and submit them on a travel expense claim form once
a quarter (March, ,tune. September and December) il:
I . Thcrc is no reimburscntcnt to Advance Travel required on the claim
'_. The amount to be reimbursed liar tra~cl expenses in env month of the yuartcr does not
exceed S~0.00 (filly) dollars.
Section 11.5 -Information Rcyuircd in Support of Travel Gxpcnse Reimbursement Claims
.~pp:rodir 6 - Travcf and Transportation
Policy k Proocdun.
Jerrersun Cnunh Perxnnncl Adnfinistratinn Manual
I'hc receipt for the commercial lodging facility and receipts for all meals (i f being reimbursed un the
actual expense basis) must be attached to and submitted with the travel expense claim titrm.
Departure and return tunes should he rounded to the nearest half hour on the claim form and shall be
designated as .A.Vt. or P.Vt.
Section 12.0 -Advanced Travel Funds
Employees mar request an "adv'ance' against their u•avel expense reimbursement u? help with their
authorized County uavel expenses. These funds shall be accounted Yor as follows.
Section 12.7 -Accounting for Aticance "Travel Funds
:env employee who receives a travel advance fi•om the :ldcance Travel fund must file an expense
toucher form within the next County billin, cycle. Persons submitting claims vvitft expenses in
excess of the amount advanced will be reimbursed for the difference by warrant. The employee shall
indicate nn the, Travt~l hxpcnsc Claim I•orm a deduction for all travel advance amounts received.
Section 12.2 -Unexpended Traccl Advance. Funds
:'1ny unexpended poriir» t of the travel advance is to be returned to the County no later than 1
(fifteen) days alter 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 fomt. lincxpendcd portion
ul travel advances are not to be carried li?ncard to a subsequent travel period. hu[ must be remitted to
the County as provided above.:1n employee may not make requests for :~dcance 7 ravel when they
are delinquent in accuuntine for or repaving a prior [ravel advance (KC'W 42.2.140.) .
Section 12.3 - Default in Payment or Accounting
.Any default in accounting life or repaying a travel aefi ance shall cause the amount that is unpaid to
becontc imnudiateh' due and pa}'able. In order to protect the County !i?r any losses fiom the
Advance Travel Fund the County has a lien against and shall withhold any and aft amounts payable
or that become payable b~ the County from the employee's pay. up to the amount of such reeve]
advance.
Section 13.0 -Reimbursable Transportation Expenses
Section 13.1 -Reimbursable Transportation Expenses
Kcimbursablc transportation expenses include all necessat~ olficial navel on railroads. airlines.
ships. buses. private motor vehicles and other usual means of com~evance. ;111 transportation other
titan private motor vehicles and County-owned motor vehicles must be on commercial carriers.
1 ~.l.l Keimbursement ti?r l use of Privately-Owned 1y4olor Vehicles: Reimbursement fbr
mileaec between tL•e emplo}'cc's residence and official workstation is a personal
obligation of the employee and is not reimbursable by the County. Iv~lileage shaft be
based on departure from the employee`s olficial workstation unless their residence is
closer to their destination. in which case the mileage shall be calculated Isom the
employee's residence. Vicinity mileage may be included.
Appcndi~ D -Traccl ;m<i Transporl;uior.
I h!ile~ <C I°I'~C2dufei
Jcttenun Cnunt~ Personnel .4dministr~tion >tmmal
Section 13.2 - ~tisccllancous Travel Expenses
Miscellaneous travel expenses essential to the transaction ofoflicial Cuunq business are
reimbursable to the employee. ~4iscellaneous u-avel expenses must be specitically itzmizzd on the
travel expense claim form with receipts attached. Reimbursable expenses include, but are not limited
to:
1. Taxi iiuzs. u'ansit fires. motor vehicle rentals, parking lees, fem and hridgc tolls. Taxi or
transit Hires incutYCd by aft zntployee on navel status going from their place of lodging to a
restaurant for a ntzal when the employee has no other means oftransportation are considered
a reimbursable miscellaneous travel expense.
2. Registration lees required in connection kith attendance at approved conventions.
conicrences, and official meetings if not prcvioush paid.
3. Rental of a room in a hotel or other place that is used to transact ollicial business. 'the room
rental is reimbursable as a^ item separate liom lodging tshen authorized by the Departmental
Director.
~. Charges for necessary stenographic or n ping services in connection with the preparation of
reports and.%or correspondence when authorized.
~. The charge for one brief (less than 5 [Live) minute) phone call to the emplo)~ee's home each
day the employee is an travel status.
6. L•mployees will he reimbursed for expenditures due to tipping, when claimed as actual
expenses. provided such tipping dots oat exceed 1 X0,4. (fifteen) percent of the cost of a meal.
fare. or a day's lodginc or the imi s ant~cr~tt itcar_~t'd stated in Sections 8.3-5; -t and y.l .
7. ~knor vehicle rentals. registration fens, rental of rooms for ollicial business. and other
miscellaneous travel expenses in excess of $0.00 (lifty) dollars are not to be paid by the
employee. The purchase ol'such services should he accomplished in advance. in accordance
with prescribed purchasing reyuircnunts.
8. fhe cost for personal care attendant services which arc required by disabled employees. itt
order for them to travel. will be allowed as a misecllancous travel expense. Such costs may
include the fees and travel expenses ofthe attendant. ~~T-.~-.-'.~",~-.r=:::-:~',~S~4ILCOSts ~- r~not
limited by the dollar amount established above. Instead. the limit Rtr such costs is to be set b_v
the Deparurtental Director pursuant to Section 3.0 of these procedures.
Section 14.0 -Non-Reimbursable Expenses
Certain travel cspcnses are considered as persomd and nut essential to the transaction of ollicial
County business and. therefore. arc not reimbursable. Such non-reimbursable expeuszs include, but
arc not limited to:
I. Laundry and valet service. entcrtaittment expenses, radio or television rental and other items
of a similar nalltre.
2. l ~3xi farts, motor' vehicle rental, and other transportation costs to or liom places of
entertainment and other similar facilities.
?. Costs of personal trip insurance and medical and hospital sen ices.
~. Personal telephone calls of an employee. except as stated in Section 1 ±.2 (~) Miscellaneous
Travel Expenses.
Section 15.0 - IJ`se of Privately Owned ;Motor Vehicle
Appc¢dia D - -trn~d Jnu lYxmporrarion
P~~lic~ .t Prucedurea
Section 15.1 -General Requirements
The Departmental llirector shall obtain a cop} of their employees- current valid "Proof of
lnsurancr' before authoririna the use oi' a privatciy owned motor vchiclc in the conduct of official
Counh business. The Departmental Director for any ate of the follow ing reasons may authorize the
use of a prig ately owned motor vehicle in dte conduct of oflicial County business:
I. ~~ County-owned or operated motor vchiclc is not available.
2. It is lirund to be store advantageous and economical to the County that an employee travels
by a privately owned motor vchiclc rather than a connnon carrier or a County-owned or
operated motor vehicle.
The use of a privately owned motor vehicle is to he based upon the County work requirements and
not the personal preference or convenience ol~an employee. However. when an employee requests to
use aprivately-owned motor vchiclc in lieu of County-owned or operated motor vchiclc that is
available for use, and the revue..<.t is apprmed by the Departmental Director. the employee shall be
reimbursed at the mileage rat, cstablislted by the Board of County Commissioners.
i_5.1.1 The Board ofCountc Convnissioncrs shall allow reimbursement at a rate not to
exceed those authorized. \\%hen requesting mileage reimbursement for use oi' a
privatch owned motor vehicle. proof of personal insurance co~era,e is required.
Section 15.2 -Motor Vchiclc Operator's License and Yroof of Personal Insurance
Operators are to have a valid \\ ashin~ton State deicer's license and valid and current Proof of
Personal htsurance in their possession while operating a privately owned motor vchiclc when
conducting oflicial County business. Lhc County reconnnends and encowages employees using their
personal vchiclc for C'ount`' business to he 1LIly insured Rrr ex:nnple to purchase and maintain
Under-insured and Cninsured \lotorist coverage. I[ is also reconunendcd tha[ iwplovccs advix their
insurance carrier that they use their personal automobile 'roe Crnmt~ b+.tsincss. llama~c that occurs
to an emnlovee's vehicle n bile the vehicle is bcin~ used for official Counts business is the
responsibility of the emnlovee andlor their insurance carrier.
Section 15.3 -Report of Accidents - Privately-O~~ ned Vehicles
all trai7ic accidents, regardless ol'how slight. arc to be reported by the operator within Za (uventy-
four) hours to the Departmental llirector. and the proper law enforcement agency as required by law
(See Resolution Vo. S~ ~)3 znd the .[efterson Counts Safety Manual ). Accidents involvine personal
injuries arc to Le reported by telephone and titllowed with a written report.
Section 16.0 -County-Owned Nlott-r Vehicles
Section 16.1 -General Requirements
The llepartmental -k~e~I)irect~~rshall authorize the use of a Courtly-ottned motor vehicle. C'ounty-
ovcned. leased. or rented motor vchicics arc to be used only on oflicial County business. No person.
other than the authorized employee aud!or other quasi-employees who arc authorized to take part in
the specific oflicial County business that necessitated the use of the vehicle, are allowed to
Appcndis I) - Tr<t~cl ;md ir:mspon:+tior.
Pdvic+ <\ Proce6ure.
accompany the employee in a County owned, leased. or rented vehicle.
The operator shall be responsible for maintaining the good appearance oi'the motor vehicle and is to
adhere to careful drivine practices and observe traltic la~~~s and regulations at all times. Purchase of
gas. oil and other items or cmcr;,cnc}~ repairs to motor vehicles arc to be made in accordance with
applicable regulations.
16.1.1 Contact in case of a Non :lccidcm Emergency: lluring Normal Business Hours:
(luestions about the applicable regulations and County procedures for the purchase of
gas. oil. other items yr emergency repairs Ibr am County-owned motor vehicle should
be directed to the employees' supervisor. ifduring wurkin_ hours.
16.1.2 Contact in case ota Von :accident Emcreencv::Utcr Normal Business Hours: If
questions arise after normal business boon or on weekends the employee should
contact .1c1'ICom Dispatch for the number of the authorized "after hour" contact
person.
16.1.? Accident Reports: (see Section 16.x) Blank accident report forms are to he kept in the
dove compartment of the motor vehicle for the employees' use.
Section 16.2 - )4otor ",'chicle Opcratm's Liccnsc
Operators shall hate a valid Washington State driver's license in their possession while operating a
P[iy'at~l~-o~tnzsL~Count~-owned or operated motor ychicla L•mpioyccs raho operate Cotmt~-o~~ned
cx operated motor vehicles and v.$o use nrivately-owned motor vehicles to conduct oilicial County
ines._shall complete a Defensive Driving course every ~ (three) years.
Section 16.3 -Report ul' Accidents - Counh'-Owned Vehicles
All traffic accidents, regardless of how' slight, are to be reported Liy the oporater within 24 (iw°enty-
Ibur) hours to the Departmental 1~~<}c Director and the proper la~~ rnli)rcement agency as required b~
law (Sec Resolution No. 8~-2, and the Jefferson County Safety Manual). Accidents that imolcc
it?juries are to be repotted by telephone and followed caith a written report.
:lppcndi~ t> - I ra~cl anc'fran,ponat:or.
Pu:icv fi Proccd~.vcs
Consent 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 County 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:
~ ~~- _ fl'lllj
l~iilip Morley, Co ty Administ or Date