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5 <br />c. A travel advance must be cleared within 30 working days after returning from travel by <br />• completing a Travel and Expense Statement (For Travel Advance Receipts) Report. Failure to do <br />so may result in an amount equal to the advance being deducted-from the traveler's next pay <br />check. <br />7. Use of County Vehicles <br />See Department of Public Works Vehicle Use Policy <br />8. Allowable Expenses <br />a. Overnight Travel <br />(1) Transportation <br />Personal Vehicle -Transportation shall be by the most direct route. A traveler may <br />elect to use a personal vehicle in lieu of coach class air, though living expenses will be <br />reimbursed only for the period required based on airplane travel time, unless the use of <br />the employee's personal vehicle is for the conveiuence of the County. Reimbursement <br />for use of a personal vehicle is at the prevailing non-taxable rate per mile allowed by the <br />IRS, or air coach rate, whichever is less. <br />Air Travel - It is the traveler's responsibility to acquire the best air travel rate <br />available. When a traveler can show a net savings on a airline ticket by extending <br />travel (i.e. over a Saturday night) it is recommended that the traveler take advantage of <br />this savings. However, the additional hotel room and meal costs should be taken into <br />consideration when computing this net savings. <br />Requests for reimbursements should be made using the Travel and Expense Statement. <br />All applicable paid receipts should be attached to ensure reimbursement. <br />Rental Car -With prior written authorization from the County Manager, the cost of <br />renting an automobile will be allowed if it is determined that no other mode of <br />transportation is as economical or practical. For reimbursement, a validated paid <br />receipt must be attached to the traveler's Travel and Expense Statement. When <br />renting vehicles, the traveler should not purchase any additional insurance (collision, <br />theft, vandalism, etc.). Any accidents or damages to a rental car, other vehicles, <br />persons or properties, caused by rental vehicle operated by a County traveler is <br />covered under the County's insurance program. <br />Other Expenses -Bus, taxi and subway fares are additional allowable expenses. <br />Traffic Violations -Traffic violations such as, but not limited to, parking and <br />. speeding tickets are the responsibility of the traveler and will not be reimbursed. <br />