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STATE OF WASHINGTON
County of Jefferson
In the Matter of and Amendment to
Appendix "D" of the Personnel
Administration Manual for Jefferson
County Employees
RESOLUTION NO 46-05
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, a request was received :from the Countywide Labor Management
Committee that Appendix D - Travel and Transportation Policy and Procedures be amended to
include reimbursement of travel expenses on a Per Diem basis; and
WHEREAS, an amended Appendix D has been prepared and is attached to the
Resolution for adoption by the County Commissioners.
NOW, THEREFORE, BE IT RESOL VED, by the Board of Jefferson County
Commissioners that Appendix D of the Jefferson County Personnel Administration Manual be
amended and is hereby adopted for use by all Jefferson County Departments;
1PPROYltI?:w'I? ADOPTED this
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~lie Matthes, CMC
Deputy Clerk of the Board
;;,) ~ day of 9~ ,2005.
JEFFERSON COUNTY
B~(OF COMMISSIONERS
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Phil J07~J C~an
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Patrick M. Rodgers, Member
APPENDIX 'D'
Travel and Transportation Policy and Procedures
Section 1.0 - Introduction
Jefferson County has established a system for control of travel that provides for reimbursement of travel expenses
incurred by employees while on authorized travel. In order to ensure reimbursement, employees must follow the
procedures explained in this manual prior to travel. All travel requests are submitted to the employee's
Departmental Director or authorized designee who is responsible for approving travel and for ensuring that
appropriate funds are available for official travel.
These procedures are designed to ensure that any payments made under this section are reasonable, accurate, and
necessary for the conduct of the County's business.
Section 2.0 - Definitions
The following definitions will be used for the purposes of these policies and procedures.
Departmental Director: Elected Official, Department Head or authorized designee acting as the manager for that
department.
High Cost Area: An area defmed by the Per Diem Rates map of Washington "Meal Rates" table
(www.ofm.wa.J!:ov/policv/colormap.pdf) as having higher costs for meals than the "Meal Cost Reimbursement
Schedule" in Section 8.3. For purposes of Section 8.4 the "West End" of Jefferson County is not a High Cost
Area. Reimbursement for travel expenses to the West End will be at the regular rate.
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.
Three Hour Rule: An employee has been in travel status for three (3) hours beyond his/her regularly scheduled
work day. The three hours may be any combination of time before and/or after the scheduled working hours on
the day in question. (See 8.2.1)
Travel Status: An employee is considered to be on Travel Status when they leave their home or official
workstation, whichever is closer to their destination, for a destination outside Jefferson County on official County
business.
"West End :" The common term for the area of Jefferson County that is separated from the eastern portion of the
County by the Olympic National Park and is not accessible by Highway without traveling out of Jefferson
County. For purposes of travel expense reimbursement, traveling to the West End is considered travel "outside"
the County.
Section 3.0 - Affected Parties
Unless otherwise provided by law, these regulations are applicable to all employees and all quasi~ployees. 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
Jefferson County Personnel Administration Manual
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 business is
expected to exercise the same care in incurring expenses and accomplishing the purposes of the travel that a
prudent person would exercise if traveling on personal business. Employees are 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 business in one vehicle, they
are 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 mness or Severe Inclement Weather
An employee shall contact their supervisor as soon as possible if the alteration of travel plans and itineraries will
result in extra travel expenses (including meal and/or lodging costs) due to emergencies such as a sudden onset of
incapacitating illness or because of severe inclement weather. Notation on the Travel Expense Voucher must
include the name of the supervisor who approved the alteration and the approval date and a short description of
the reason for the change.
Section 4.5 - Compliance with the Americans with Disabilities Act (ADA)
All County personnel are to be afforded equal opportunity to travel for official business even if the travel costs for
disabled travelers will exceed what would normally be most economical to the County, unless costs would create
undue 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.
Section 5.0 - Reimbursement Method
Employees are 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 Official 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 Expenses
Travel expenses may be paid with a credit card issued to a County Department (See also Resolution 61-95 and 25-
01 regarding County credit cards.) Employees using County charge cards must retain and submit expenditure
receipts for all expenses that are charged to the card. The employee shall submit an accounting of all charges
within 10 (ten) calendar days following return from travel. All charges for which receipts are not submitted or
which are not eligible for reimbursement will be disallowed and the employee shall remain personally liable for
such charges. Any disallowed charges 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 charges plus interest at the same rate as charged by the company which issued
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005 Page 72 of99
Jefferson County Personnel Administration Manual
the charge card. If an employee has not repaid any disallowed charges, he or she shall not be allowed to use a
charge card for subsequent travel. If the employee still has custody of the card, 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.
c) The details ofthe lodging information including date(s) 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, 8.4
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 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 Department Head when
the travel request is submitted:
7.2.1) An 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.
7.2.2) A PER DIEM basis with the approval of the employee's Department Head.
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:
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005 Page 73 of99
~.
Jefferson County Personnel Administration Manual
. 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 are the responsibility of the employee. However, reimbursement is authorized ifmade 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 a per diem meal allowance:
8.2.1 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 may be any combination of time
before and/or after the scheduled working hours on the day in question. For example, an employee
working an 8 hour day must be traveling 11 hours to meet this rule while an employee working a 10 hour
day.must be traveling 13 hours. The traveler may not stop for a meal just to meet the three-hour rule.
8.2.2 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.
8.2.2.1 For employees scheduled to work up 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.
8.2.2.2 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; and Dinner 2
hours after the end ofthe schedule workday.
8.2.3 The reasonable cost of the employee's own meal may be reimbursed ifthe cost of each meal does
not exceed the limits listed in Section 8.3 unless it is determined that the area to which the employee
traveled is a High Cost Area (see section 8.4.)
8.2.4 Reimbursement may be claimed by one person for several employees eating together, as long as
all the names are listed on the reimbursement claim.
8.2.5 If an employee is being reimbursed on a Per Diem basis and is eligible to receive reimbursement
for all 3 (three) meals in a day, the per meal limits do not apply as long as the reimbursement for all 3
meals does not exceed the "Total Meal Allowance Per Day."
8.2.6 Any amount paid for meals in excess of those amounts listed in Section 8.3 will not be
reimbursed.
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005 Page 74 of99
Jefferson County Personnel Administration Manual
Section 8.3 - Meal Cost Reimbursement Schedule
The meal cost reimbursement schedule for employees who meet all of the qualifications for meal reimbursement
are as follows:
Breakfast
Lunch
Dinner
Total Meal Allowance per day
Amount
$10.00
11.00
18.00
$39.00
REIMBURSEMENT FOR
ALCOHOLIC BEVERAGES IS
PROHmITED.
In addition to the meal amounts listed above which include the basic cost of the meal, and any applicable sales tax
and any customary tip or gratuity (see also Section 13.2 (6)).
Section 8.4- Reimbursement for Meal Costs in a High Cost Area
Employees may be reimbursed the rate listed below if they have traveled to a High Cost Area (see definitions,
Section 2.0). The portion of the cost of any meal consumed in a high cost area exceeding the rate listed below will
not be reimbursed.
8.4.1 Meal Reimbursement Schedule for High Cost Areas:
Breakfast $12.00
Lunch 13.00
Dinner 26.00
Total Meal Allowance per day $51.00
If in the discretion of the Auditor or the County Administrator, it is determined that, the meal location is not in a
High Cost Area the employee will receive only the standard reimbursement rate. The State of Washington Per
Diem Rates map of Washington ("Meal Rates" table) @ www.ofm.wa.szov/policv/colormao.odfwill be used as
guidance in the determination of what areas are considered High Cost Areas.
Section 8.5 -Meeting Out of the County When the Employee Is Not On Travel Status
When an employee does not reach the travel status threshold for a meeting away from Jefferson County (i.e. is not
on travel status,) the provisions of Resolution No. 40-96 apply and reimbursement may only be made for meals
that are scheduled as an integral part of an official proceeding or program related to 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 are 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 Department Head approval is
required for any quoted commercial lodging rate that exceeds $175.00 (one hundred seventy five dollars) 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 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
standard motel is readily available, unless it can be clearly demonstrated that the
bed and breakfast costs less.
Appendix "0" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005
Page 75 of99
Jefferson County Personnel Administration Manual
When an employee uses camping facilities in lieu of commercial lodging facilities for the employee's
convenience, reimbursement shall be for the actual space rental cost as evidenced by a receipt.
Section 9.1- Lodging Expenditure Schedule
Lodging costs will be reimbursed at the actual cost of standard accommodation for a single occupancy room in a
commercial facility or actual pro-rated cost of standard accommodation when room is shared with more than one
party. A RECEIPT IS REOUIRED FOR ALL LODGING EXPENSES.
Section 10.0 - Forms Used for Travel
The following forms are to be used by employees seeking reimbursement of their authorized travel expenses.
Employees may request an "advance" against their travel expense reimbursement to help with their authorized
County travel expenses. Employees must request approval prior to making any arrangements for travel out of the
State of Washington.
Section 10.1- Advance Travel/Out of State Travel Request Form
This form (see Forms section of the manual) serves as a request for an Advance Travel check or Out of State
travel reimbursement approval. Employees may obtain forms from their supervisor. A computerized version of
this form is available in the following directory: P:\Public\Forms\Travel Forms\. The form is an Excel spreadsheet
and will automatically calculate.
10.1.1 Out of State Travel Requests: The employee must submit the completed form to their
Departmental Director for approval. The County Administrator will review and approve or
disapprove all out of state travel requests before the Department makes travel arrangements.
10.1.2 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 are needed. The
employee must pick up their advance travel check from the Treasurer's Office of the employees
manager
Section 10.2 - Travel Expense Reimbursement Forms
Forms identified below are 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 3 (three) formats to claim
reimbursement:
I. Submitting expenses incurred on a monthly basis.
2. Submitting expenses incurred on a daily or weekly basis.
3. Submitting only for mileage expense reimbursement.
Employees may obtain forms from their supervisor or use a computerized version of these forms, which are
available in the following directory: P:\Public\Forms\Travel Forms\. The forms are in Excel spreadsheet 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 employees
return from travel.
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005 Page 76 of99
Jefferson County Personnel Administration Manual
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
(March, June, September and December) if,
I. There is no reimbursement to Advance Travel required on the claim.
2. The amount to be reimbursed for travel expenses in any month of the quarter does not exceed
$50.00 (fifty) dollars.
Section 11.5 - Information Required in Support of Travel Expense Reimbursement Claims
The receipt for the commercial lodging facility and receipts for all meals (if being reimbursed on the actual
expense basis) must be attached to and submitted with the travel expense claim form. Departure and return times
should be rounded to the nearest half hour on the claim form and shall be designated as A.M. or P.M.
Section 12.0 - Advanced Travel Funds
Employees may request an "advance" against their travel expense reimbursement to help with their authorized
County travel expenses. These funds shall be accounted for as follows.
Section 12.1 - Accounting for Advance Travel Funds
Any employee who receives a travel advance from the Advance Travel Fund must file an expense voucher form
within the next County billing cycle. Persons submitting claims with expenses in excess of the amount advanced
will be reimbursed for the difference by warrant. The employee shall indicate on the Travel Expense Claim Form
a deduction for all travel advance amounts received.
Section 12.2 - Unexpended Travel Advance Funds
Any unexpended portion of the travel advance is to be returned to the County no later than 15 (fifteen) days after
the close of the authorized travel period. Payment by cash or check made payable to the County is to accompany a
properly completed travel expense claim form. Unexpended portion of travel advances 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
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005
Page 77 of99
Jefferson County Personnel Administration Manual
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 mileage
between the employee's residence and official workstation is a personal obligation of the
employee and is not reimbursable by the County. Mileage shall be based on departure from the
employee's official workstation unless their residence is closer to their destination, in which case
the mileage shall be calculated from the employee's residence. Vicinity mileage may be included.
Section 13.2 - Miscellaneous Travel Expenses
Miscellaneous travel expenses essential to the transaction of official County business are reimbursable to the
employee. Miscellaneous travel expenses must be specifically itemized on the travel expense claim form with
receipts attached. Reimbursable expenses include, but are not limited to:
1. Taxi fares, transit fares, motor vehicle rentals, parking fees, ferry and bridge tolls. Taxi or transit fares
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 are 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. Charges for necessary stenographic or typing services in connection with the preparation of reports and/or
correspondence when authorized.
5. The charge for one brief (less than 5 [five] minute) phone call to the employee's home each day the
employee is on travel status.
6. Employees will be reimbursed for expenditures due to tipping, when claimed as actual expenses, provided
such tipping does not exceed 15% (fifteen) percent of the cost of a meal, fare, or a day's lodging or the
amount itemized in Sections 8.3, 8.4 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 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 is 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, 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.
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 Vehicles
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005
Page 78 of 99
Jefferson County Personnel Administration Manual
Section 15.1 - General Requirements
The Departmental Director for anyone of the following reasons may authorize the use of a privately owned motor
vehicle in the conduct of official County business:
1. A County-owned or operated motor vehicle is not available.
2. It is found to be more advantageous and economical to the County that an employee travels by a privately
owned motor vehicle rather than a common carrier or a County-owned or operated motor vehicle.
The use of a privately owned motor vehicle is to be based upon the County work requirements and not the
personal preference or convenience of an employee. However, when an employee requests to use 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 Departmental Director, the employee shall be reimbursed at the mileage rate established by the
Board of County Commissioners.
15.1.1 The Board 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 Proof of Personal Insurance in their possession
while operating a privately owned motor vehicle when conducting official County business. Damage that occurs
to an employee's vehicle while the vehicle is being used for official County business is the responsibility ofthe
employee and/or their insurance carrier.
Section 15.3 - Report of Accidents - Privately-Owned Vehicles
All traffic accidents, regardless 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.
Section 16.0 - County-Owned Motor Vehicles
Section 16.1- General Requirements
The Department Head 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. 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
arise after normal business hours or on weekends the employee should contact JeflCom Dispatch
for the number of the authorized "after hour" contact person.
16.1.3 Accident Reports: (see Section 16.3) Blank accident report forms are to be kept in the glove
compartment of the motor vehicle for the employees' use.
Section 16.2 - Motor Vehicle Operator's License
Operators shall have a valid Washington State driver's license in their possession while operating a County-owned
or operated motor vehicle. Employees who operate County-owned or operated motor vehicles shall complete a
Defensive Driving course every 3 (three) years.
Appendix "0" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005
Page 79 of99
. ,
> '
Jefferson County Personnel Administration Manual
Section 16.3 - Report of Accidents- County-Owned Vehicles
All traffic accidents, regardless of how slight, are to be reported by the operator within 24 (twenty four) 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). Accidents that involve injuries are to be reported by telephone and
followed with a written report.
Appendix "D" Travel and Transportation Policy and Procedures
Adopted: December 2003; Revised July 2005
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