HomeMy WebLinkAbout68 23 STATE OF WASHINGTON
County of Jefferson
IN THE MATTER OF ESTABLISHING }
AN UPDATED TRAVEL POLICY AS } RESOLUTION NO. h R_2 3
APPENDIX `D' OF THE JEFFERSON }
COUNTY PERSONNEL MANUAL }
WHEREAS,the current Jefferson County Personnel Administration Manual was last updated
and adopted on June 28, 2021; and,
WHEREAS, the current Appendix `D' —Travel & Transportation Policy and Procedures has
not been updated for a number of years except for minor wording changes; and,
WHEREAS, the current Appendix required updating to current day language, processes, and
the adoption of a new Travel Reimbursement Form; and,
NOW, THEREFORE, BE IT RESOLVED, that the Board of Jefferson County Commissioners
declares the updated Appendix `D' —Travel & Transportation Policy and Procedures per the attached
addendum is the County's policy for all employee travel, including elected and directors,replacing
the existing the Appendix `D' effective June 28, 2021 of the Jefferson County Appendix `D' —
Travel & Transportation Policy and Procedures.
APPROVED AND ADOPTED this 18th of December, 2023.
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Carol Gallaway, CMCT
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eidi Eisenhour/Member,
Jefferson County Personnel Administration Manual
APPENDIX `D'- Travel &Transportation Policy
Section 1.0—Introduction
Jefferson County has established a system for control of travel that provides for reimbursement of travel
expenses incurred while on authorized travel. In order to ensure reimbursement, Travelers must follow
the procedures explained in this Manual prior to travel. All travel requests shall be submitted to a
Departmental Director or designee who is responsible for approving travel and for ensuring that
appropriate funds are available for travel on County business.
This Policy is designed to ensure that any payments made under this section are reasonable, accurate,
and necessary for the conduct of County business.
Section 2.0—Definitions
The following definitions shall be used for the purposes of this Policy.
Board of County Commissioners: The board comprised of the elected county commissioners of the
County.
County: Jefferson County, State of Washington.
County Administrator: A position appointed by the Board of County Commissioners to handle
County administration.
County business: Activities performed in order to accomplish County programs or as required by the
duties of a position of an employee or volunteer or by the office of an Elected Official.
County Credit Card: The County has purchasing cards that are used by Travelers as credit cards.
County Vehicle: A vehicle owned, leased or rented by the County.
Departmental Director: Elected Official, Department Head or authorized designee acting as the
manager for that department.
Elected Official: A person elected to an office listed in RCW36.16.030.
Employee:Any person employed or appointed by the County who is compensated by payment of wages
where federal, state, or local taxes are withheld. Independent contractors are not employees.
GSA per diem rate:: Per diem rates for government employees established by the U.S. General Services
Administration to cover a government employee's living expenses when traveling. GSA per diem rates
can be found at www.gsa.gov. GSA per diem rates typically are updated annually in October.
Manual: This Personnel Administration Manual.
Official Workstation: The place where an Elected Official, employee or volunteer is assigned to work
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the majority of their work schedule.
Policy: This Travel &Transportation Policy.
Single Day Meal Reimbursement: The reimbursement for meals when the travel does not include an
overnight stay.
Short Term Rental Sites: Short Term Rental Sites are locations that rent out space for short term rentals,
and includes but or not limited to Airbnb, Blueground, cozy cozy, Hello Landing, Homestay and vrbo.
Three Hour Rule: A Traveler on single-day travel who has been in Travel Status for three (3) hours
beyond their 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 7.3.2.1)
Traveler: An Elected Official, employee or volunteer who is on Travel Status.
Travel Status: Travel Status starts when an Elected Official, employee or volunteer who is on
County business leaves their home or official workstation, whichever is closer to their
destination, for a destination outside of Jefferson County.
Volunteer: A person who performs any assigned or authorized duties for the County or a board,
commission or committee, or department of the County, by their own free choice, who receives no
wages, and who is registered and accepted as a volunteer by the County. For the avoidance of doubt,
volunteers include jurors, poll workers and advisory board members. Independent contractors are not
volunteers.
"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.
Section 3.0—Applicability
Unless otherwise provided by law, these regulations are applicable to all Travelers. If specific
travel circumstances arise which are not covered in this Policy, Washington State Office of
Financial Management (OFM) Travel Regulations shall 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 shall be appropriate to the
circumstances, and consistent with the best interests of the County and its desire to minimize travel
costs. A Traveler traveling on County business is expected to exercise the same care in incurring
expenses and accomplishing the purposes of the travel that a prudent person would exercise if
traveling on personal business. Travelers are responsible for excess costs and any additional expenses
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incurred for personal preference or convenience.
Section 4.2—Travel Itinerary
The travel itinerary of a Traveler shall be planned to eliminate unnecessary travel in the performance
of work assignments. Whenever it is feasible for two or more Travelers to travel on official County
business in one vehicle, they shall do so.
Section 4.3—Health and Safety of Travelers
The health and safety of Travelers 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—Revised Travel Plans Due to Illness or Severe Inclement Weather
A Traveler shall contact their supervisor as soon as possible if the alteration of travel plans and
itineraries likely will result in extra travel expenses (including meal and/or lodging costs) due to
emergencies such as a sudden onset of illness or because of severe inclement weather. Notes on the
Travel Reimbursement form are required, including 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 County business even if the travel
costs for disabled travelers would likely 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—Travel Reimbursement Method
Expenses incurred while traveling shall be paid by reimbursement to Travelers using the procedures
in this Policy. The use of prudent judgment for travel expenses on County business is expected.
Excessive or unnecessary expenses shall not be reimbursed. Refer to Section 8.1 —Overnight Travel
Reimbursement.
Section 5.1 —Authorization for Travel Reimbursement
Authorizations for travel shall be exercised through the Departmental Director from the properly
authorized BARS travel line item of the Department budget. For travel outside the State of Washington,
the Advance Travel/Out of State Travel Request Form must be completed and receive approval by the
County Administrator before travel occurs.
Section 5.2—Use of County Issued Credit Cards for Travel
Travel expenses may be paid with a County credit card issued to a County Department. (See also
Resolution 64-08 regarding County credit cards.)Travelers using County credit cards must retain and
submit expenditure receipts for all expenses that are charged to the County credit card.
Charges without receipts or which are not eligible for reimbursement shall be disallowed and the
employee shall remain personally liable for such charges. If for any reason disallowed charges are not
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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 on the County credit card. If not
repaid,the Traveler shall not be allowed to use a County credit card for subsequent travel.The Traveler
is required to surrender the County credit card upon demand by the County Administrator,the County
Treasurer or the County Auditor.
Section 5.3 — Travel Lodging and/or Meal Reimbursement NOT AUTHORIZED
Reimbursement for lodging and/or meals shall not be authorized under any of the following
conditions:
1. No expenses for lodging and/or meals were actually incurred.
2. The County provides direct payment to vendor for registration/conference fees or other travel
expenses, i.e. lodging.
3. Reimbursement for spouses, guests or other persons not authorized to receive reimbursement
under this Policy or State regulations.
4. The County shall not reimburse a Traveler for the cost of any alcoholic beverages.
5. Use of a County credit card to pay for fuel in a Traveler's personally-owned vehicle is
prohibited.
6. The County shall not reimburse a Traveler for use of a County credit card for the purchase of
fuel in a personally-owned vehicle.
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) in order to accommodate travel arrangements for several Travelers at
the same time and/or to receive a cost savings.
Section 6.1 —Approval and Documentation for Direct Payment to Vendors
Approval of a 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:
1. A list of Travelers and their respective departments.
2. An invoice from the vendor detailing the number of meals served and price per meal.
3. Lodging information including date(s) of reservation,room rate and all Traveler names
occupying the room.
4. Lodging and meals are required to follow the GSA per diem rate.
Section 6.2 —Travel by Commercial Carrier(Airline,Train,Bus)
6.2.1 Advance Bookings:
Purchases are authorized to pay for airline or other commercial carrier tickets prior to
a scheduled trip. Purchasing reasonable travel insurance or refundable airfare in case
of cancellation is suggested and must be approved by the Department Director.
6.2.2 Most Cost-Effective Route:
Air and train transportation are to be by Economy Class and by the most direct or cost-
effective route.
6.2.3 Purchasing reasonable travel insurance or refundable airfare in case of cancellation is
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suggested. Purchase of travel insurance or refundable air fare must be approved by the
Department Director.
Section 7.0—Reimbursable Meal Expenses
Department Directors shall determine whether meal reimbursement expenses shall be paid by per diem
or actual expense. To qualify for meal reimbursement for a meeting, training or conference, a copy of
the schedule or agenda is required. There are two options for reimbursement: per diem and actual
expense.
7.1 PER DIEM Basis
• GSA Per Diem Rates shall serve as the amount of the meal cost reimbursement
for travel within and outside the State. The Per Diem rate includes the basic
cost of the meal, applicable sales tax, and any gratuity up to 18% (eighteen).
percent of the cost of the meal.
• Per Diem rate is based on the travel destination County.
• If the employee uses a County credit card, they shall not be reimbursed any
Per Diem.
7.2 ACTUAL EXPENSE Basis
Detailed receipts listing all of the items purchased must be obtained for each meal to
qualify for reimbursement. Reimbursement for meal costs based on actual expense shall
not exceed the limits listed in the GSA per diem rates allowable for travel, which
includes the basic cost of the meal, applicable sales tax, and gratuity not exceeding 18%
(eighteen)percent of the cost of the meal.
7.3 Reimbursement for Cost of Meals on Travel Status
Travel Status is required to qualify for meal reimbursement. One of the following two
criteria must be met for a Traveler to receive meal reimbursement:
7.3.1 Single Day Travel:
Meal reimbursements for single day travel are considered taxable fringe benefits by
the IRS subject to all employment taxes and shall be included in annual taxable gross
wages. Employees are required to complete the "Single Day Meal Reimbursement"
form and attach detailed receipts for submittal to the Jefferson County Auditor's
Office. The form is available in public directories\Public\Forms\Travel Forms\.
7.3.1.2 Three-Hour Rule for Meal Reimbursement Eligibility on Single Day
Travel
A Traveler 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, a Traveler working an 8 hour
day must be traveling 11 hours to meet this rule while a Traveler working a 10
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hour day must be traveling 13 hours. A Traveler may not stop for a meal just to
meet the three-hour rule.
7.3.2 More than One Traveler on a Claim
Reimbursement may be claimed by one person for several Travelers eating together, as
long as all the names are listed on the Travel Reimbursement form.
7.3.3 Excess Amounts Not Reimbursed
Any amount paid for meals in excess of the GSA per diem rates shall not be reimbursed.
7.3.4 Grant Reimbursed Meals
When the County will be reimbursed for a Travelers' meal expense through a grant
which uses a different reimbursement schedule, the County shall honor that rate if the
employee submits documentation from the grant contract that details the amount to be
reimbursed for each meal.
Section 7.4—Meeting Out of the County When Not on Travel Status
When not on Travel Status, the provisions of Resolution No. 40-96 apply. Reimbursement may only
be made for meals that are scheduled as an integral part of an official proceeding or program related
to County business. The Departmental Director must approve the meals in advance of the meeting,
convention, conference, or training session, qualifying it is advantageous to the County and is related
to the person's job responsibility. See Resolution No. 40-96 for complete text.
Section 8.0—Lodging Reimbursement
Maximum reimbursement is not to exceed the rate specified in the GSA Per Diem rates. Approval by
the Department Director or their designee is required for any quoted commercial lodging that exceeds
per diem.
Reimbursement for lodging is based on the actual cost supported by the lodging receipt. Lodging in a
hotel or motel is encouraged. Prior approval is required from the Department Director for use of a
Short Term Rental Site instead of a hotel.
A note of caution when using accommodation at a Short Term Rental Site: Unlike hotels and
motels, Short Term Rental Sites typically include hidden fees such as security deposits, cleaning fees
and other service-related costs in addition to the lodging rate. The total cost of using a Short Term
Rental Site should not exceed the GSA per diem rates.
• If the total cost of lodging in a Short Term Rental Site is greater than the GSA, the employee
must reimburse the County for the difference between the total cost of lodging and the GSA
per diem rates.
• If hotel lodging in the area is more than the GSA per diem rates,then a Short Term Rental Site
is likely acceptable. However, if a Short Term Rental Site costs more than hotel lodging in
the area and more than the GSA per diem rates, the Elected Official, employee or volunteer
likely will be required to reimburse the difference between the total cost of lodging in a Short
Term Rental Site and the total cost of hotel lodging in the area,
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Section 8.1 —Overnight Travel Reimbursement
In order to be eligible for lodging reimbursement, Travel Status is required and travel must be more
than 50 miles one way or the travel time must exceed one hour(for example travel that may include
mileage, as well as ferry and bridge travel time),unless deemed prudent by the Department Director.
In addition, the reason for the travel must be for an event (training, conference, meeting, etc.)with a
duration of more than four(4)hours.
Section 8.2—Shared Accommodations by more than one County employee.
Lodging costs shall be reimbursed at the actual cost;therefore,the actual cost shall be pro-rated when
accommodation is shared with more than one employee.
Section 8.3—Family traveling with County employee.
Additional expense to accommodate for family traveling with employee shall not be reimbursed.
Section 9.0—Forms for Travel
Forms identified below are to be used by Travelers to submit an accounting of their authorized travel
expenses for which they are seeking reimbursement. Employees should submit a travel expense
reimbursement claim for each month that they incur travel expenses. Following are four forms with
instructions to claim reimbursement:
1. Travel Reimbursement Form
2. Advance Travel/Out of State Travel Request Form
3. Travel Expense Voucher—Mileage Only Form
4. Single Day Travel Meal Reimbursement Form
Forms are available in the public directories, Public\Forms\Travel Forms. The forms are in Excel
spreadsheet or PDF editable format. Handwritten completed forms are discouraged due to
calculations within the forms.
Section 9.1 —Travel Reimbursement Claim
Employees must complete all paperwork regarding travel expense reimbursement claims in a timely
manner.
• The Travel Reimbursement Form must be completed, signed, and then submitted for approval to
the Departmental Director with a copy of the meeting or training schedule, agenda, or brochure.
• The receipts for lodging accommodations, miscellaneous expenses and meals (if being
reimbursed on the actual expense basis) are required to be included when submitted with the
Travel Reimbursement form.
• All transportation other than privately owned vehicles or County vehicles are required to be on
commercial carriers.
• Reimbursements that lack adequate support or documentation shall be returned by the Auditor's
Auditing Specialist and shall not be paid until the concerns are resolved.
• Processing and payment to the employee shall be made as expeditiously as possible.
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Section 9.2—Advance Travel/Out of State Travel Request Form
This form serves two purposes: 1)A request for an Advance Travel funds and/or 2)Out of State Travel
Request approval.
9.2.1 Out of State Travel Requests
Out of State Travel Requests require approval from the Departmental Director and County
Administrator prior to making travel arrangements. To complete this process,
1. The employee is required to submit the completed Advance Travel/Out of State Travel
form to the Departmental Director for approval;
2. The Departmental Director shall forward the Advance Travel/Out of State Travel form to
the County Administrator for review and approval; and
3. Once approved, the travel arrangements may be made by the Department of by the
traveler.
9.2.2 Request for Advanced Travel Funds
The employee is required to submit the completed form to their Departmental Director for
approval. Requests for Advance Travel funds shall be submitted to the Treasurer's Office a
minimum of 5 (five)working days before the funds are required. The employee shall pick up the
advance travel check from the Treasurer's Office or the employee's Departmental Director. Clerk
Hires shall not receive advance travel, except as authorized and approved by the County
Administrator.
• There is a minimum amount for an Advance Travel request of$100.00.
• If the requestor has a County credit card, Advance Travel may only be used for per
diem meals, mileage, and other travel costs such as tolls for ferries or bridges.
Multiple methods of payment for travel expenses increase the paperwork and
bookkeeping. It would be simpler to use a credit card if you have one.
• Provide requests for Advance Travel to the Treasurer's one to two weeks prior to
travel. Emergency requests should be called to 360-385-9152. Travel plans beyond
30 days should be held in the department until the 30-day timeframe is current.
• All travel expense estimates must be in accordance with the GSA schedule and per
diem rates.
Section 9.2.3—Accounting for Advance Travel Funds
Persons submitting claims with expenses in excess of the amount advanced shall be reimbursed
for the difference by warrant. The employee shall indicate on the Travel Reimbursement form
as a deduction for all travel advance amounts received.
9.2.4—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. A Traveler may not make requests for Advance Travel when they are delinquent in
accounting for or repaying a prior travel advance (RCW 42.24.140.)
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9.2.5—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 9.3—Quarterly or Monthly Reimbursable Transportation Expenses
The Travel Expense Voucher — Mileage Only is for reimbursable transportation expenses using a
privately owned vehicle when traveling is required to perform job duties. If recurring travel is between
County facilities, the Recurring Mileage Chart(RMC)mileage should be utilized.
• 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, with an explanation.
Section 9.4—Single-Day Travel Meal Reimbursement Form
A Traveler may receive reimbursement for meals in connection with County business that require travel
outside of the County. Travel to the West End is considered travel outside of the County. To receive
meal reimbursements, Travel Status is required for the entire meal period. Stopping for a meal alone
does not meet the three-hour rule. Pursuant to IRS rules reimbursement for meals during single-day
travel is a taxable fringe benefit and is reimbursed through payroll. The form is completed and submitted
to the Auditor to be included in payroll processing. See Section 7.3 for detailed information.
Section 10.0—Miscellaneous Travel Expenses
Miscellaneous travel expenses essential to the transaction of County business are reimbursable to the
employee. Miscellaneous travel expenses must be specifically itemized on the Travel Reimbursement
Form with receipts attached. If a receipt is lost for miscellaneous expenses, the Lost Receipt for
Miscellaneous Expenses is required to be completed. Reimbursable expenses include, but are not
limited to:
• Taxi fares,transit fares, vehicle rentals,parking fees, ferry and bridge tolls.
• Elected Officials, employees and volunteers are required to stop and pay the toll with a
County credit card or personal funds when using County vehicles. In any pool vehicle, the
driver needs to stop and pay the toll.
• Taxi or transit fares incurred by on Travel Status going from a 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,
conferences, and official meetings if not previously paid.
• Rental of a room in a hotel or other place that is used to transact County business. The room
rental is reimbursable as miscellaneous when authorized by the Departmental Director.
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• Employees shall be reimbursed for tipping expenditures, when claimed as actual expenses,
not to exceed 18% (eighteen)percent.
• Vehicle rentals, registration fees, rental of rooms for County business, and other
miscellaneous travel expenses should be accomplished in advance, in accordance with
prescribed purchasing requirements.
The cost for personal care attendant services which may be required by a Traveler with disabilities,in
order for them to travel, shall be allowed as a miscellaneous travel expense. Such costs may include the
fees and travel expenses of the attendant. Such costs are not limited by the dollar amount established
above. Instead,the limit for such costs is pursuant to the OFM in Section 3.0 of this Policy.
Section 11.0—Non-Reimbursable Expenses
Certain travel expenses are considered as personal and not essential to the transaction of County
business and, therefore, are not reimbursable. Such non-reimbursable expenses include, but are not
limited to alcohol, laundry, valet, entertainment, room movie rental, pet accommodation (except
service animals) and other items of similar nature.
Section 12.0—Use of Privately-Owned Vehicles
Section 12.1 —General Requirements
The employee shall be reimbursed at the mileage rate established by the IRS. New rates typically are
released annually January 1st.
• For a Traveler who is using their privately-owned vehicle and is seeking
reimbursement for multiple meeting locations in one day, the employee shall provide
beginning and ending odometer or map of locations visited with total miles driven.
• If travel reimbursement is requested from the work station,and ends at the workstation,
all mileage shall be reimbursed.
• If travel begins outside of the County, or from the location of a non-County event,
travel shall end at the Elected Official, employee or volunteer's residence or official
workstation.
Section 12.2—Driver's License and Proof of Personal Insurance
Employees are required 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
County business. The County recommends and encourages Travelers using their personally -owned
vehicle for County business to be fully insured, i.e. Underinsured and Uninsured Motorist coverage. It
is also recommended that Travelers advise their insurance carrier if they use their personally -owned
vehicle for County business.
Damage that occurs to a Traveler's privately-owned vehicle while the privately-owned vehicle is
being used for County business is the responsibility of the Traveler and/or their insurance carrier.
Section 12.3—Report of Accidents—Privately-Owned Vehicles
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All traffic accidents, regardless of how slight, are to be reported by the employee within 24 (twenty-
four) hours to the Departmental Director and proper law enforcement agency as required by law.
Accidents involving personal injuries are to be reported by telephone and followed with a written report.
Section 12.4—County Credit Cards—Personally-Owned Vehicle Fuel Purchase Prohibited
Purchase of fuel for a personally-owned vehicle using a County Credit Card is prohibited.
Section 13.0—Use of County-Owned Vehicles
Section 13.1 —General Requirements
The Departmental Director shall authorize the use of a County vehicle. County vehicles are to be used
only on County business. Travelers who are authorized to take part in the County business that
necessitated the use of the County vehicle, are allowed to accompany the employee in a County
vehicle. Persons who are not Travelers may travel as passengers in County vehicles as long as they are
directly engaged in activities which are associated with County business, and only as authorized by a
Departmental Director.
Travelers shall 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 County vehicles are to be made in
accordance with applicable regulations.
• 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 vehicle should be directed to a Traveler's supervisor, if during
working hours.
• Non-Accident Emergency After Normal Business Hours: If questions arise after
normal business hours or on weekends the employee should contact JeffCom Dispatch
for the number of the authorized"after hour" contact person.
• Accident Reports: Blank accident report forms are to be kept in the glove compartment of
the County vehicle for the Traveler's use.
Section 13.2—Driver's License
Operators shall have a valid Washington State driver's license in their possession while operating a
privately-owned vehicle or County vehicle. Travelers who operate County vehicles and who use
privately-owned vehicles to conduct County business are recommended to complete a Defensive
Driving course every three (3) years.
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Judy Shepherd,Finance Manager
DATE: December 18,2023
SUBJECT: Appendix `D'—Travel& Transportation Policy & Procedures as part of the
Jefferson County Personnel Administration Manual
STATEMENT OF ISSUE:
The Travel Policy is outdated and requires updating.
ANALYSIS:
HR is currently working on rewriting the Jeff Co Personnel Administration Manual. Early on it
became clear that a team of employees familiar with the challenges of the current travel policy needed
to review the existing travel policy. The team worked diligently to revise the policy. In addition,
earlier this year, Auditor Huntingford changed the travel reimbursement form to be clear and easier for
employees to complete.
FISCAL IMPACT:
None
REVIEWED BY:
AO/I `0,5
Mark McCa 41, County Administrator Date