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3 <br /> ORANGE COUNTY TRAVEL POLICY <br /> 1.Purpose <br /> To establish uniform procedures for authorization of travel by Orange County employees <br /> conducting County business and to establish procedures for the reimbursement of the cost of <br /> authorized travel. <br /> 2.General <br /> The County is committed to managing travel costs while providing a reasonable balance <br /> between the needs of the County and the needs of the traveler. <br /> The policy of the County is to reimburse the employee/official traveling on authorized <br /> Orange County business for all legitimate expenses incurred. The Department Head or <br /> his/her designee is responsible for monitoring the initial need for the travel and the <br /> availability of funds so that the cost of travel to the County is reasonable and necessary. <br /> All County travel is subject to the availability of funds. <br /> 3.Policy Coverage <br /> All employees of the County,full or part time,either probationary,permanent,or temporary <br /> are covered by this policy,including the County Manager,the County Sheriff,the Register of <br /> Deeds,and all others subject to Department Head approval,such as volunteers and advisory <br /> board members. <br /> 4.Travel Authorization <br /> a.Overnight and Out-of-State Travel <br /> Prior to making an overnight or out-of-state trip, an employee must obtain written <br /> authorization from the appropriate supervisor,as outlined below: <br /> Traveling Employee • Approval Required <br /> County Staff Department Head <br /> Department Head Assistant County Manager or County Manager <br /> Assistant County Manager County Manager <br /> Overnight travel will be authorized only for employees traveling to destinations of at least 60 <br /> miles from the employee's normal place of work. Department heads and supervisors may <br /> make exceptions on a case-by-case basis (ex. employees responsible for organizing <br /> conferences,workshops and seminars). <br /> Overnight and out-of-state travel must be authorized using the Travel Authorization Form.If <br /> a workshop,seminar or conference is being attended,a copy of the agenda must be attached. <br /> b.Non-overnight Travel <br /> Non-overnight travel may be authorized orally by the County Manager,Department Head,or <br /> Supervisor prior to making the trip.The Travel Authorization Form is not required for this <br /> travel. <br /> 5.Reimbursement After Travel <br /> The traveler may elect to pay all expenses out of personal funds and request reimbursement <br /> from the Finance Department within 30 days of completed travel using the Travel and <br /> Expense Statement Form.Requests for less than$10.00 may be deferred and combined with <br /> subsequent months' requests. Travel expenses properly documented and submitted to <br /> Finance within the prescribed time limit will be reimbursed on the next scheduled pay day. <br /> Only expenses directly related to and appropriately classified as travel expenses will be <br /> reimbursed.Receipts are required and must be submitted for the following travel expenses: • <br /> •Hotel/Motel charges <br /> •Common carrier tickets or stubs <br /> ♦Parking charges <br /> •Registration and workshop receipts <br />