Agenda - 10-18-2016 - 7-b - Orange County ABC Board Travel Policy

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2 ORANGE COUNTY ABC BOARD TRAVEL POLICY 1. Purpose To establish uniform procedures for authorization of travel by ABC employees and board members conducting ABC system business and to establish procedures for the reimbursement of the cost of authorized travel. 2. General The ABC system is committed to managing travel costs while providing a reasonable balance between the needs of the system and needs of the traveler. The policy of the system is to reimburse the employee/official traveling on authorized ABC business for all legitimate expenses incurred. The General Manager or his/her designee is responsible for monitoring the initial need for the travel and the availability of funds so that the cost of travel to the ABC system is reasonable and necessary. All ABC system travel is subject to the availability of funds. 3. Policy Coverage All employees and board members of the ABC system, full or part time, probationary, permanent, or temporary are covered by this policy. 4. Travel Authorization a. Overnight and Out-of-State Travel Prior to making an overnight or out-of-state trip, an employee or board member must obtain written authorization from the appropriate supervisor, as outlined below: Traveling Employee Approval Required ABC Staff General Manager General Manager ABC Board Chair ABC Board Member ABC Board Chair ABC Board Chair ABC Board of Directors Overnight travel will be authorized only for employees and board members traveling to destinations of at least 60 miles from the employee's normal place of work. Exceptions may be made on a case-by-case basis when the employee needs to stay beyond the normal work day (Conference or workshop schedule starts before 8:00 or extends beyond 6:00 PM or employee or board member is responsible for organizing conferences, workshops and seminars). Overnight and out-of-state travel must be authorized using the Travel Authorization Form. If a workshop, seminar or conference is being attended, a copy of the agenda must be attached. Notice of overnight travel approved by the appropriate supervisory authority will be forwarded by the General Manager and/or board chair to the County Manager. b. Non-overnight Travel Non-overnight travel may be authorized orally by the General Manager or Supervisor prior to making the trip. The Travel Authorization Form is not required for this travel.