P-0265 - Amendment Update Travel Policy Meal Per Diem Reimbursement Rates 02-03-2009-4m

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