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3 <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 />• Rental car receipts <br />• Gasoline, motor oil and repair service receipts <br />6. Travel Advances <br />A traveler may request an advance using the Travel Authorization Advance Form. Advances <br />are authorized for overnight travel only, with the exception of registration fees. <br />a. A travel advance may include allowances for: <br />• Meals <br />• Lodging <br />• Registration <br />• Personal vehicle mileage <br />b. If a travel advance is requested, the requester shall prepare a Check Request Form <br />for each check requested. After required signatures are obtained, the check request(s) <br />shall be forwarded to the Finance Department no less than five working days prior to <br />the next scheduled accounts payable date. <br />c. A travel advance must be cleared within 30 working days after returning from <br />travel by completing a Travel and Expense Statement Report (For Travel Advance <br />Receipts). Failure to do so may result in an amount equal to the advance being <br />deducted from the traveler's next pay 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 <br />traveler may elect to use a personal vehicle in lieu of coach class air, though <br />living expenses will be reimbursed only for the period required based on <br />airplane travel time, unless the use of the employee's personal vehicle is for <br />the convenience of the County. Reimbursement for use of a personal vehicle <br />is at the prevailing non-taxable rate per mile allowed by the IRS, or air coach <br />rate, whichever is less. The Financial Services Department shall adjust the <br />ORANGE COUNTY TRAVEL POLICY Page 2 of 5 <br />