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5 <br /> The Finance Department reviews in advance the requested lodging reimbursement <br /> rate. Any rate not in accordance with the above provisions requires the County <br /> Manager's advance approval. <br /> For reimbursement, the paid bill for lodging must be attached to the traveler's Travel <br /> and Expense Statement. <br /> A County traveler sharing a room with a non-county employee will be reimbursed at <br /> the single occupancy rate only. <br /> (3)Meals <br /> The daily allowance for meals for in-state travel will be in accordance with the meal <br /> portion of the second tier of M&IE (meals and incidental expense) rates established <br /> under IRS guidelines which are currently the total M&IE rate less $3 per day , The <br /> daily allowance for meals for out of state travel will be paid in accordance with the <br /> meal portion of the M&IE rates established under IRS guidelines for the travel <br /> destination location. Meals for partial day travel will be reimbursed with the approval <br /> of the appropriate supervisor based on the meal breakdown in the per diem schedule. <br /> The Financial Services Department shall adjust the per diem rates when it receives <br /> notification of a per diem rate change to be effective at the later of the beginning of <br /> the subsequent month or whenever the new rate is effective. <br /> (4)Registration Fees <br /> Conference, convention or training registration fees may be paid in advance by the <br /> County or the traveler. Paid receipts are required for reimbursement when fees are <br /> paid by the traveler. <br /> (5)Parking Fees <br /> Paid receipts are required for reimbursement of parking fees. Tips to parking <br /> attendants will not be reimbursed. <br /> (6)Telephone Charges <br /> A personal "safe arrival" three minute telephone call is authorized. Business <br /> telephone calls will be reimbursed with sufficient justification using the 'Travel and <br /> Expense Statement, <br /> (7)Non-reimbursable Items <br /> +Alcoholic Beverages <br /> +In Room Movies <br /> +Family or Other Traveling Companions' Expenses <br /> +Maid Services <br /> • +Red Cap Services(except for those with a handicap or special needs) <br /> (8) Cancellations <br /> In the event of canceled travel plans, it is the traveler's responsibility to pursue all <br /> available refunds. The County will reimburse non-refundable costs if the cancellation <br /> is the result of a County action, an emergency, or any other situation deemed <br /> reasonable by the appropriate department head or supervisor. Non-refundable items <br /> must be reported to the Financial Services Department. <br /> ORANGE COUNTY TRAVEL POLICY Page 4 of 5 <br />