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4 <br /> 8. Use of County Vehicles <br /> See Department of Public Works Vehicle Use Policy <br /> 9. Allowable Expenses <br /> a. Overnight Travel <br /> (1) Transportation <br /> Personal Vehicle - Transportation shall be by the most direct route. A traveler may <br /> elect to use a personal vehicle in lieu of coach class air, though living expenses will <br /> be reimbursed only for the period required based on airplane travel time, unless the <br /> use of the employee's personal vehicle is for the convenience of the County. <br /> Reimbursement for use of a personal vehicle is at the prevailing non-taxable rate per <br /> mile allowed by the IRS, or air coach rate, whichever is less. The Financial Services <br /> Department shall adjust the mileage rate when it receives notification of a mileage <br /> rate change to be effective at the later of the beginning of the subsequent month or <br /> whenever 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 extending <br /> travel (i.e. over a Saturday night) it is recommended that the traveler take advantage <br /> of this savings. However, the additional hotel room and meal costs should be taken <br /> into consideration when computing this net savings. <br /> Requests for reimbursements should be made using the Travel and Expense <br /> Staternent. All applicable paid receipts should be attached to ensure reimbursement. <br /> Rental Car - With prior written authorization from the County Manager, the cost of <br /> renting an automobile will be allowed if it is determined that no other mode of <br /> transportation is as economical or practical. For reimbursement, a validated paid <br /> receipt must be attached to the traveler's Travel and Expense Statement. When <br /> renting vehicles, the traveler should not purchase any additional insurance (collision, <br /> theft, vandalism, etc.). Any accidents or damages to a rental car, other vehicles, <br /> persons or properties, caused by rental vehicle operated by a County traveler is <br /> covered under the County's insurance program. <br /> Other Expenses -Bus,taxi and subway fares are additional allowable 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 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 /> ORANGE COUNTY TRAVEL POLICY Page 3 of 5 <br />