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HomeMy WebLinkAbout079 96STATE OF WASHINGTON County of Jefferson IN THE MATTER OF UPDATING ARTICLE XIV } TRAVEL AND TRANSPORTATION PROCEDURES } OF THE JEFFERSON COUNTY PERSONNEL POLICY } (RESOLUTIONS NO. 133-92 & 20-93) } RESOLUTION NO. 79-96 WHEREAS, the Board of Commissioners of Jefferson County adopted a Personnel Manual (Resolution No. 133-92 and Resolution No. 20-93) to provide a personnel management system for the County that deals with all employees of the various departments in an equitable and uniform manner; and, WHERFMS, R is in the best interest of the County and its employees to update sections of this Manual when implementation of a section has become cumbersome, changes have occurred in Federal and State law, and/or circumstances have changed which make the section inadequate in meeting the needs of the County; and, WHERFAS, it has become apparent that portions of Article XIV Travel and Transportation Procedures need to be updated to address changes and new federal and State laws such as the Americans with Disabilities Act, and to better define the procedures for employees claiming reimbursement for travel expenses. NOLO, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of Jefferson County that Section XIV be adopted as set forth in the attached; and, BE IT FURTHER RESOLVED, that pages 61 through 68 of the Jefferson County Personnel Manual (dated March 12, 1993) are hereby repealed and new pages 61 through 71 (dated August 30, 1996) along with Schedule A, and Attachments & B, C and D, are hereby adopted and effective. :/ ATTEST: LomaL. Del~ey, CMC ~ ~Z~~/ Clerk of the Board . G~n ~unti~r~M~ ARTICLE XIV TRAVEL AND TRANSPORTATION PROCEDURES Section 1 -- Control of Trav?l Jefferson County has established a positive system for control of travel that provides for authorization and approval by the Elected Official, Department Head or authorized designee of any travel subject to reimbursement under these regulations. Persons responsible for directing travel or approving reimbursement are also responsible for ensuring that funds so obligated are used for the purposes of official travel and subject to the conditions prescribed. Authorizations for travel shall be exercised through the Department Head/Elected Official in a properly authorized BARS travel line item of the Department budget. Out Ri'State Travel andAdvance Travel Funds. Use the Advance/Out of State Travel Request Form when an employee requests a travel advance or to travel out of the State of Washington. Travel Expense claims which detail the employee's expense reimbursement request must be approved first by the Elected Official, Department Head or authorized designee and then by the Board of Commissioners. For the purposes of these regulations, "in state" travel includes travel within the State of Washington and "out-of-state" travel includes travel anywhere outside the boundaries of the State of Washington. Travel Expense ReimbursementMethad, The Elected Official, Department Head or authorized designee is responsible for determining that the method &reimbursement is consistent with these travel regulations and the lowest cost to the County. If a question arises regarding the method of reimbursement to be allowed an employee under this travel regulation, the Elected Official, Department Head or authorized designee, shall select the option that is most advantageous and economical for the County. Employees are to exercise prudent judgment in incurring travel expenses on official County business. Excessive or unnecessary expenses are not to be approved or reimbursed. Travelltinera~., 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 business in one vehicle, they are to do so. When an employee is traveling on official County business, the Elected Official or Department Head will determine whether it is more economical to require the employee to return to the official station or residence daily or on weekends. Care When Incurring Travel Expense. An employee traveling on official business is expected to exercise the same care in incurring expenses and accomplishing the purposes of the travel that a 'Personnel Policies Manual - Jefferson County Page 61 -- Revised August 30, 1996 prudent person would exercise if traveling on personal business. Employees are responsible for excess costs and any additional expenses incurred for personal preference or convenience. Health and Sqfe~_ 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. Inc _apacitating 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. Compliance with the Americans with Disabilities Act. Compliance with the Americans with Disabilities Act is considered advantageous. 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. Travel authorizations and travel claims should be annotated that the extra costs were required to comply with the Americans with Disabilities Act. Section 2 -- Applicability of Procedures Unless otherwise provided by law, these regulations are applicable to all employees. Where travel expenses are authorized for persons who are not employees, these regulations are applicable. 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 3 -- Direct Payment to Vendors Suppl_ving Subsistence .(Meals) or Lodging Approval and Documentation for Direct P .avment to Vendors. Approval of the Department Head or authorized designee 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: 1. A list of employees for whom such lodging or subsistence is furnished with the following data: (a) Name of the employee (b) Department .VOL Personnel Policies Manual - Jefferson County _ cl. g ~alge 62 -- Revised August 30, 1996 An invoice from the vendor detailing the number of meals served and price per meal. The details of the lodging payment are to include the following information: (a) Date(s) of occupancy (b) Room number (c) Room rate (d) Name(s) of persons occupying the room. Payments to vendors for lodging expenses are not to exceed what would be payable by way of reimbursement to the individuals involved, (See Schedule A.) 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. Travel by Commercial Carrier (Airline. Train. Bus) - Advance Bookings. Whenever it is determined that savings in travel costs Will result by taking advantage of discounts offered by a commercial carder for advance bookings, payments are authorized to pay for airline or other commercial carder 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. Air transportation is to be by Tourist Class via the most direct or cost-effective route Section 4 -- Basis for Reimbursement Ll2dg/2~ The reimbursement for lodging expenses incurred on official business shall be on an Actual Expense Basis only. Subsistence -Meals. The reimbursement for subsistence (meals) incurred on official business while an employee is on Travel Status shall be either on an Actual Expense Basis or on a Per Diem Basis, as determined by the employee with the concurrence approval of the Elected Official or Department Head. Whichever basis is used, must be used for reimbursement of all meals during a particular period of travel status. (i.e. if an employee is gone for a week at a conference and the Actual Expense Basis is used, receipts must be obtained for each meal during that week.) REIMBURSEMENT FOR ALCOHOLIC BEVERAGES IS PROHIBITED. Section 5 -- Reimbursable Subsistence .(Meal) Expenses General Guidelines. As a general rule, the cost of meals incurred WITltIN the County are non- reimbursable because ordinary meals are 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. Personnel Policies Manual - Jefferson County Page 63 -- Revised August 30, 1996 Reimbursement will be made for the cost of meals while an employee is on travel status as follows. /_rlty_q./..s~/g/~ Employees are on travel status when they are on official County business and the number of travel hours before and/or at, er the employee's regular scheduled working hours, of any one day, total three or more (WAC 82.28.040). Employees must be in travel status during the entire meal period(s) as defined in Schedule A, in order to qualify to collect subsistence payments for meal(s). Meeting Out of the County. but 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 the following: 1. Meals which are scheduled as an integral part of an official proceeding or program related to County business and are related to the employee's job responsibility. 2. Section 6 of Resolution No. 40-96 says that expenditures for meals without regard to travel status are appropriate as follows: ~. . . when the County requires an employee to attend a meeting, conference, convention or training session where meals are served when: a} The purpose of the meeting is to conduct official County business or to provide training to County employees and Officials; and, b) The meals are an integral part of the meeting, conference, convention, or training session; and c) The Elected Official, Department Head, or Office Supervisor, approves lxonnent for the meals in advance of the meeting, convention, conference, or training session because it is advantageous to the County." Actual Costs. The reasonable cost of the employee's own meal may be reimbursed when substantiated by a receipt, up to the amounts listed in Schedule A. Any amount paid for meals in excess of those amounts listed in Schedule A are the responsibility of the employee and WILL NOT be reimbursed, unless it is determined that the area the employee traveled to, is a higher than usual cost location. (See following on High Cost Areas) Per Diem Allowance. The reimbursement for subsistence (meals) incurred on official business shall be per entitlement on Schedule A as adopted by the County Commissioners. The Subsistence amount includes, with the rate specified, the basic cost of the meal, any applicable sales tax and any customary tip or gratuity. Any amount paid for meals in excess of those amounts listed in Schedule A are the responsibility of the employee and WILL NOT be reimbursed, unless it is determined that the area the employee traveled to, is a higher than usual cost location. (See following on High Cost Areas) Personnel Policies Manual - Jefferson County Page 64 -- Revised August 30, 1996 When an employee is on travel status and lodging expenses are not incurred, per diem reflecting subsistence costs for meals only, will be paid. Where the cost of meals is included in the registration fee of a meeting, conference, seminar or workshOp, an appropriate deduction is to be made from the authorized per diem allowance. Refer to the entitlement in Schedule A to determine the amount of deduction per meal. When the cost of meals and/or lodging is directly or indirectly paid for by the County, the employee shall not claim any reimbursement for such expense. High Cost Areas. Employees may be reimbursed, with prior Department Head approval, for the cost of meal in excess of the per diem rates in Schedule A. A receipt is required for any meal that is over the per diem rate. The portion of the cost of any meal consumed in a high cost area exceeding 150% of the standard per diem rate shall be the responsibility of the employee. If in the discretion of the Department Head or the Board of Commissioners, it is determined that the meal location not in a High Cost Area the employee will receive only the standard per diem reimbursement rate. The State of Washington Travel Regulations will be used as guidance in the determination of what areas are considered High Cost Areas. A copy of the State regulations is available in the County Commissioners Office. Section 6 -- Lodging Reimbursement When an employee uses a travel trailer or camper in lieu of commercial lodging facilities for the employee's convenience, reimbursement shall be for the actual space rental cost as evidenced by a receipfi Reimbursement for lodging will be paid at the rate specified in Schedule A. Prior Department Head approval is required for any quoted commercial lodging rate that exceeds $100.00 per night. 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 la>tel, 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. ~ The 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 cost less. If a room is shared by more than one party claiming reimbursement, the reimbursement allowance will be the pro-rated share of the actual receipted cost. Reimbursement for lodging shall not be authorized under any of the following conditions: Personnel Policies Manual - Jefferson County Page 65 -- Revised August 30, 1996 When the employee does not incur expenses for lodging and/or meals because they are furnished by the County either directly or through the payment of lodging costs included in the registration or conference fees. When an employee does not incur lodging expenses at a commercial facility. Section 7 -- Forms Used for Travel Advance Travel / Out of State Travel Request Form, This form (see Attachment A at end of Section) serves as a request for a Travel Advance, and/or for an Out of State travel reimbursement approval. Instructions on obtaining a travel advance are included in this section. Employee may obtain forms from their supervisor. A computerized version of this form is available in the following directory: P:~Public~Forms\traweq.xls. The form is in Excel spreadsheet format and will automatically calculate. TravelEx_z~_nse Claim. This form is used by employees to submit an accounting of their authorized travel expenses for which they are seeking reimbursement. (See Attachments B, C, and D).' Instructions for submitting a claim for reimbursement of travel expenses are included in this section. There are three (3) forms: 1) for submitting expenses incurred on a monthly basis -- Attachment B; 2) for submitting expenses incurred on a daily or weekly basis -- Attachment C; and 3) for submitting only for mileage expense reimbursement -- Form D. Employees may obtain forms from their supervisor or there is a computerized version of these forms available in the following directory: PSPublic~Forms\tevouch.xls (monthly form), or tedw.xls (dally/weekly form,) or tevmile.xls (mileage only form.) These forms are in Excel spreadsheet format and will automatically calculate. Section 8 -- Travel Expense Advances Purpose q£ Travel Expe_nse Advances. Employees traveling on official County business may request a travel advance to help pay for certain out-of-pocket travel costs. The purpose &the travel advance is to defray the employee's anticipated reimbursable expenses while traveling on County business. The travel advance is to cover a period not to exceed 90 days. State law requires that the travel advance revolving fund be used solely for making advance payments of travel expenses to County employees. It is not intended to be used for payment of airline tickets, conference registration fees or for reimbursements to officials and employees for travel expenses already incurred. The expenses of personal automobile mileage cannot be advanced. Travel advances are not to be considered a personal loan and shall not be made for purposes other than to defray reimbursable expenses of official travel. How To Obtain TravelAdvance~. The employee must fill out a Advance Travel/Out of State Travel Request Form and check the box which says "Check if Advance Travel is Being VOL Personnel Policies Manual - Jefferson County Page 66 -- Revised August 30, 1996 Requested." The Advance Travel/Out of State Travel Request Form must first be approved by the Department Head or their designee, and then submitted to the Treasurer's Office for issuance of funds. If Out of State Travel is also being requested the form must be signed by the Department Head or their designee and then submitted to the Board of Commissioners for approval before it is given to the Treasurer's Office. Employees shall submit travel advance requests to their supervisor a minimum of three (3) working days prior to travel. ,4ccountingfor Travel,4dvances. Any employee who receives a travel advance must file a Travel Expense Voucher form on a timely basis as outlined below. Persons submitting claims with expenses in excess of the amount advanced will be reimbursed for the difference by a warrant. The employee shall reflect on the Travel Expense Voucher a deduction for all travel advance amounts received: Any unexpended portion of the travel advance is to be returned to the County at the dose of the authorized travel period. The authorized travel period is that period of time when the employee is on authorized travel status away fi.om the work station. Payment by cash or check made payable to the County is to accompany a~ properly completed Travel Expense Voucher. Unexpended portions of travel advances are not to be carded forward to a subsequent travel period, but must be remitted to the County on or before the tenth (10th) working day following authorized travel period. No advance of any kind may be made to an employee at any time when he/she is delinquent in accounting for or repaying a prior travel advance (RCW 42.24.140). Any default in accounting for or repaying a travel advance shall cause the amount which is unpaid to become immediately due and payable. In order to protect the County fi.om any losses on account of travel advances made, the County has a prior lien against and shall withhold any and all amounts payable or that become payable by the County to such employee from the employees pay, up to the amount of such travel advance. Limitation qf Use qf Travel Ex?nse Monies. A travel advance is to be expended by the employee to specifically deft.ay necessary reimbursement costs while performing official duties. No travel advance shall be considered as a loan to an employee and any unauthorized disbursement of a travel advance is to be considered as a misappropriation of public funds by the employee and may be grounds for immediate discharge (see Jefferson County Personnel Policy, Article VIII, Sta .mla_.rds of Conduct and discipline, Section 1 -- Rules of Conduct, page 31.) Section 9 -- Travel Expense Claims Submitting Travel Expe_nse Claims, All employees must use one of the Travel Expense Voucher forms to request travel expense reimbursement. The form should be filled out using permanent ink,. or on a typewriter or by use of the computerized form, must bear the original signature of the Personnel Policies Manual - Jefferson County Page 67 -- Revised August 30, 1996 claimant, and must be signed using permanent ink. The Travel Expense Voucher must be submitted for approval to the Department Head or designee and then submitted to the Auditor's Office Accounting Department for processing in the next billing cycle. Employees should submit a Travel Expense Voucher for each month that they incur travel expenses. However, if the total reimbursable costs do not exceed $10 in any month, the employee may wait and submit the claim the next month for which a total reimbursement would be greater than $10. An employee may accumulate travel expenses and submit them on a Travel Expense Voucher once a quarter (March, June, September and December) provided that: 1) No reimbursement to Advance Travel is required. 2) The amount to be reimbursed for travel expense in any month of the quarter does not exceed $50.00. Rece(t~ts and In_formation Required in Sup_twrt qf Travel Expense Claims. Reimbursement for meals accounted for on a Per Diem basis will be according to the entitlement listed on Schedule A. A receipt of the commercial lodging facility must be attached to the Travel Expense Voucher. Receipts for meals in a high cost area, where the cost of the meal is over the per diem rate in Schedule A, must be attached to the Travel Expense Voucher. Departure and return times should be rounded to the nearest half hour on the expense voucher and shall be designated as A.M. or P.M. Reimbursable Tran_sportation 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 autos and County-owned autos must be on commercial carders. ReimbUrsement for Use of Privately-Owned Motor Vehicles. Reimbursement shall be allowed at a rate not to exceed that authorized by the County Commissioners. When requesting mileage reimbursement, proof of personal insurance coverage is required. Reimbursement for mileage between the employee's residence and official work station is a personal obligation of the employee and is not reimbursable by the County. Mileage shall be based on departure fi.om the employee's official work station unless their residence is closer to their destination, in which case the mileage shall be calculated fi.om the employee's residence. Vicinity mileage may be included. Reimbursement is to be payable to only one of two or more employees traveling in the same motor vehicle on the same trip. Miscellaneous Travel EE?nses. 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 Voucher. Claims in excess of $5.00 must be substantiated by receipts, whenever possible. Reimbursable expenses include, but are not limited to: Personnel Policies Manual - Jefferson County Page 68 -- Revised August 30, 1996 Taxi fares, transit fares, motor vehicle rentals, parking fees, ferry and bridge tolls. Taxi or transit fares incurred by an employee on travel status going fi.om their place of lodging to a restaurant for a meal when the employee has no other means of transportation are considered a reimbursable Miscellaneous Travel Expense. Registration fees required in connection with attendance at approved conventions, con- ferences, and official meetings if not previously paid. Rental of a room in a hotel or other place which is used to transact official business. The room rental is reimbursable as an item separate fi.om lodging when authorized by the Department Head. Charges for necessary stenographic or typing services in connection with the preparation of reports and/or correspondence, when authorized. The charge for one brief (less than 5 minutes) phone call to the employee's home each day the employee is on Travel Status. Employees will be reimbursed for expenditures due to tipping, when claimed as actual ex- penses, provided such tipping does not exceed 15% of the cost ora meal, fare or a day's lodging. Whenever possible, motor vehicle rentals, registration fees, rental of rooms for official business and other miscellaneous travel expenses in excess of $50.00 are not to be paid by the employee. The purchase of such services should be accomplished in advance, in accordance with prescribed purchasing requirements. The 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 fees and travel expenses of the attendant. The limit for such costs are not limited by the dollar amount established above. Instead, the limit for such costs are to be set by the Department Head pursuant to Section 1, Control of Travel. Non-Reimbursable Expe_nses. Certain travel expenses are considered as personal and not essential to the transaction of official County business and, therefore, are 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 similar nature. 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. Personnel Policies Manual - Jefferson County Page 69 -- Revised August 30, 1996 Personal telephone calls of an employee, except as stated in Section 10, Miscellaneous Travel Expense, Item #5. Section 10 -- Use of Motor Vehicles Privately-Owned Motor Vehicles - General Requirements. The use of a privately-owned motor vehicle in the conduct of official County business may be authorized by the Department Head for any one of the following reasons: 1. A County-owned or operated motor vehicle is not available. It is found to be more advantageous and economical to the County that an employee travel by a privately-owned motor vehicle rather than a common carder 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 a privately-owned motor vehicle in lieu of County-owned or operated motor vehicle that is available for use, and the request is approved by the Department Head, the employee shall be reimbursed at the mileage rate established by the County Commissioners. Motor Vehicle Qt)erator's License and Proof o. f Personal Insurance. Operators are to have a valid Washington State driver's license and Proof of Personal Insurance in their possession while operating a privately-owned motor vehicle while in conduct of official County business. Damage that occurs to an employee's vehicle while the vehicle is being used for the conduct of official County business is the responsibility of the employee and/or their insurance carder. Report of Accidents. Traffic accidents are to be reported by the operator within 24 hours to the Department Head and the proper law enforcement agency as required by law (See Resolution No. 85-93 and the Jefferson County Safety Manual). All traffic accidents, regardless of how slight, are to be reported in writing as required by the County Safety Policy. Those accidents which involve personal injuries are to be reported by telephone and followed with a written report. Coun_ty-OwnedMotor Vehicles - General Req,iremcnts, The use of a County-owned or operated motor vehicle shall be authorized by the Department Head. County-owned, leased or rented motor vehicles are to be used only on official County business. 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 regulation at all times. Purchase of gas, oil and other items by a County credit card or emergency repairs to motor vehicles are to be made in accordance with applicable regulations. Accident report blanks are to be kept in the glove compartment of the motor vehicle for the employee's use. VOl. Personnel Policies Manual - Jefferson County Page 70 -- Revised August 30, 1996 Motor Vehicle Operator's License. Operators shall have a valid Washington State driver's license in their possession while operating a County-owned or operated motor vehicle. Employees who operate County-owned or operated motor vehicles shall complete a Defensive Driving course every three (3) years. Report o_£Accidents. Traffic accidents are to be reported by the operator within 24 hours to the Department Head and the proper law enforcement agency as required by law (See Resolution No. 85-93 and the Jefferson County Safety Manual). All traffic accidents, regardless of how slight, are to be reported in writing. Those accidents which involve personal injuries are to be reported by telephone and followed with a written report. Personnel Policies Manual - Jefferson County Page 71 -- Revised August 30, 1996 SCHEDULE A - MEAL AND LODGING ENTITLEMENT Per Diem Subsistence (lffeals) Expenditure Schedule: Per Diem Amount 150% of Base Breakfast* $ 7.00 $10.50 Lunch* 8.00 12.00 Dinner* 16.00 24.00 Per Diem Subsistence amount includes, with the rate specified, the basic cost of the meal, any applicable sales tax and any customary tip or gratutity. Meal Periods for the purpose of claiming reimbursement for meals are: Breakfast 6 a.m. to 8 a.m. Lunch Noon to 2 p.m. Dinner 6 p.m. to 8 p.m. Per Diem Allowance Per Day of Travel Status: Subsistence (meals) $31.00 per day Lodging Expenditure Schedule: Actual cost of standard accommodation for single occupancy room in a commercial facility or actual pro-rated cost of standard accommodation when room is shared with more than one party. RECEIPT REQUIRED FOR ALL LODGING EXPENSES. JEFFERSON COUNTY ADVANCE TRAVEL/OUT OF STATE TRAVEL REQUEST FORM DATE OF REQUEST: Travel expenses are requested for: (Name of Employee requesting travel) FOR (Purpose of Trip) AT (Destination) Applicant will leave on: OF (Dement) Applicant will Return on: EXPENSE WORKSHEET Estimated Amount for Lodging Estimated Amount for Food Estimated Amount for Mileage (IX) NOT include in Advzme Tr~vel r~u~t) Total Estimated Travel Expenses Number of Days Away Reimbursement will be on a PER DIEM basis (Lodging receipts required for either type ofrdmbursement) Reimbursement will be on an ACTUAL EXPENSE basis. (Receipts required) Check if Advance Travel is Being Requested AMOUNT NEEDED FROM ADVANCE TRAVEL (DO NOT include mileage amount in Advance Travel request) Unused Travel Advance I DEPARTMENT APPROVAL: I must be remitted to ADVANCE TRAVEL Elected Official/Department Head Date within 10 days of return. Itemized travel expense voucher returned for all reimbursable items legally expended, accompanied by unexpcnded portion, if any, as prescribed by RCW 42.24 (as amended and added to Chapter 116, Laws of 1965 by the 1969 Legislature) VOL OUT OF STATE APPROVAL Chairman, Board of Count~ Commissioners I Advance Travel Check # Date Disbursed I Amt. Disbursed Amt. Returned I Paid by County I 0 J-~ 9/18/96 Date --% Signed: (Advance Travel Custodian)~ ..~ .,,.,,. ~ =~ P :~'ublic~onns\tmweq. xl s ATTACHMENT C Jefferson County 'rRAYEL EXPENSE ¥OUC~HER- r~Al[¥ DATE: Reason for Travel: Depart Date: Return Date: Depart Time: Return Time: MEALS: Breakfast Lunch Dinner Total Total Meals Lodging @ $ /Mile Other Expenses TOTAL EXPENSES To Advance Travel To Employee APPROVED: hereby certify under penalty of perjury that this is a rue and correct claim for necessary expenses incurred by me during the course of Official County business, and that no payment has been received by me on account thereof. (Elected Official/Department Head or Designee DATE: Signed: (Employee) (Date) ¥OL P :\public~forms\tedw.xl s Revised 8/19/96 ATTACHMENT D JEFFERSON COUNTY Travel Expense Voucher- Mileage Only NAME: DATE: MONTH Total Miles X /mile Audited By: , To~al Reimbursement APPROVED! (Elected Official/Department Head or Designee DATE: VOl_ ~ ~,~,: 0 .~.,~ ~ ~ P:~publicVorms\tevmile.xls TRAVEL POLICY- Reimbursement for Food How it Works-. Examples To determine what meals you can claim reimbursment for, the travel policy says: An employee is on TRAVEL STATUS when "they are on official County business and the number of travel hours before and/or after the employee's Regular Scheduled Working Hours of any one day, total three (3) or more. Employees must be in travel status during the entire meal pedocl(s) as defined in Schedule A in order to qualify to collect subsistence payments for meals(s). Information you need to determine if an employee is eligible for reimbursement for a meal(s): 1) The meal periods in Schedule A: Breakfast 6 a.m. to 8 a.m.--- Lunch Noon to 2 p.m.--- Dinner 6 p.m. to 8 p.m. 2) The travel time from their residence or official work station, whichever is less, to their destination. 3) The employees regular work schedule (i.e. 8 a.m. to 5 p.m.; 9 a.m. to 5 p.m.; Midnight to 8:00 a.m.) 4) The employee's time of departure and return time. An employee is scheduled for a 1 day training in Olympia. a) b) c) d) The training is scheduled to begin at 8 a.m. and concludes at 5 p.m. The employee lives in Port Townsend, and works a 9 a.m. to 5 p.m. schedule at the Courthouse. The travel time between Port Townsend and Olympia is 2 hours (This travel time may not be accurate - it is a number used for this example.) This employee leaves Port Townsend at 5:30 a.m. and returns at 7:00 p.m. Reimbursement for meals would be as follows: Meal ~ ~ v.,~~ Reason -- Comment Breakfast NO Not on Travel Status through the meal period. Travel Status would begin at 8:30 a.m. Lunch YES Travel Status for entire meal period. (This meal would be reimbursed even if the employee wasn't on travel status because it is for training and allowed under Resolution No.40-96 Food Policy) Dinner NO They are off of Travel Status at 7:00 p.m. which is in the middle of the Dinner meal period. An employee is scheduled to attend a 3 day conference in Spokane. a) The conference is scheduled to begin at 10 a.m. on Tuesday and concludes Friday at Noon. b) The employee lives in Port Townsend, and works a 9 a.m. to 5 p.m. schedule at the Courthouse. Travel~Policy -- Reimbursement for Meals -- Examples Pal~e 2 c) d) The travel time between Port Townsend and Spokane is 6 hours (This travel time may not be accurate -- it is a number used for this example.) This employee leaves Port Townsend at 5:30 p.m. on Monday and returns at 6:00 p.m. on Friday. Reimbursement for meals would be as follows: Meal z.tu~ ,o Reason - Comment Breakfast Tues-Friday-YES On Travel Status. Lunch Tues-Friday YES On Travel Status. Dinner Monday - NO Not on Travel Status until 8:30 p.m. which is at, er Dinner meal period. Even though the employee is not on Travel Status, they can be reimbursed for dinner because they are on "Official County Business" (See Resolution No. 40-96 Food Policy. ) Tues-Thurs -YES On Travel Status. Friday - NO Not on Travel Status through the Dinner meal period. An employee, who works at the Port Hadlock Shop is scheduled to work at the Hoh Shop in the West End for one (1) day. a) b) c) The employee lives in Port Townsend and their normal work schedule is from of 7 a.m. to 6 p.m. (10 hour day.) The travel time between Port Townsend and the Hoh Shop is 3 hours. O'his travel time may not be accurate -- it is a number used for this example.) This employee leaves Port Townsend at 7:00 a.m. and returns at 5:00 p.m., the same day. Reimbursement for meals would be as follows: Meal ~ to Reason - Comment Breakfast NO The 3 Hour Rule says "3 hours before and/or at~er the employees regular work schedule.' Lunch YES Even though the employee is not on Travel Status, they can be reimbursed for lunch because they are on "official County business" (See Resolution No. 40-96 Food Policy.) Dinner NO Within regular work schedule.