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4 <br />mileage rate when it receives notification of a mileage rate change to be <br />effective at the later of the beginning of the subsequent month or whenever <br />the new rate is effective. <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 <br />extending travel (i.e. over a Saturday night) it is recommended that the <br />traveler take advantage of this savings. However, the additional hotel room <br />and meal costs should be taken into consideration when computing this net <br />savings. <br />Requests for reimbursements should be made using the Travel and Expense <br />Statement. All applicable paid receipts should be attached to ensure <br />reimbursement. <br />Rental Car - With prior written authorization from the County Manager, the <br />cost of renting an automobile will be allowed if it is determined that no other <br />mode of transportation is as economical or practical. For reimbursement, a <br />validated paid receipt must be attached to the traveler's Travel and Expense <br />Statement. When renting vehicles, the traveler should not purchase any <br />additional insurance (collision, theft, vandalism, etc.). Any accidents or <br />damages to a rental car, other vehicles, persons or properties, caused by rental <br />vehicle operated by a County traveler is covered under the County's <br />insurance program. <br />Other Expenses - Bus, taxi and subway fares are additional allowable <br />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 <br />reimbursed. <br />(2) Lodging <br />Lodging expenses will be reimbursed at the actual cost of the room, provided: <br />- The lodging is reasonably priced in relation to the area. <br />- The traveler takes advantage of special convention or negotiated rates. <br />The Finance Department reviews in advance the requested lodging <br />reimbursement rate. Any rate not in accordance with the above provisions <br />requires the County Manager's advance approval. <br />For reimbursement, the paid bill for lodging must be attached to the traveler's <br />Travel and Expense Statement, <br />A County traveler sharing a room with a non - county employee will be <br />reimbursed at the single occupancy rate only. <br />ORANGE COUNTY TRAVEL POLICY Page 3 of 5 <br />