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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 />