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-Dda65 <br />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 />