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&. 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 reirribursed 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 cornputing this net savings, <br />Requests for reimbursements should be made using the Travel and Expense <br />Statement. 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 />