P-0265 - Orange County Travel Policy 04-01-1997- C

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4 Overnight travel will be authorized only for employees traveling to destinations of at least 60 miles from the employee's normal place of work. Department heads and supervisors may make exceptions on a case-by-case basis (ex. employees responsible for organizing conferences, workshops and seminazs). Overnight and out-of--state travel must be authorized using the Travel Authorization Form. If a workshop, seminar or conference is being attended, a copy of the agenda must be attached. b. Non-overnight Travel Non-overnight travel may be authorized orally by the County Manager, Department Head, or Supervisor prior to making the trip. The Travel Authorization Form is not required for this travel. 5. Reimbursement After Travel The traveler may elect to pay all expenses out of personal funds and request reimbursement from the Finance Department within 30 days of completed travel using the Travel and Expense Statement Form. Requests for less than $10.00 may be deferred and combined with subsequent months' requests. Travel expenses properly documented and submitted to Finance within the prescribed time limit will be reimbursed on the next scheduled pay day. Only expenses directly related to and appropriately classified as travel expenses will be reimbursed. Receipts aze required and must be submitted for the following travel expenses: • Hotel/Motel chazges • Common carrier tickets or stubs • Parking chazges • Registration and workshop receipts • Rental car receipts • Gasoline, motor oil and repair service receipts 6. Travel Advances A traveler may request an advance using the Travel Authorization Advance Form. Advances aze authorized for overnight travel only, with the exception of registration fees. a. A travel advance may include allowances for: • Meals • Lodging • Registration • Personal vehicle mileage . b. If a travel advance is requested, the requester shall prepare a Check Request Form for each check requested. After required signatures are obtained, the check request(s) shall be forwarded to the Finance Department no less than five working days prior to the next scheduled accounts payable date.