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4 <br /> ORANGE COUNTY <br /> NORTH CAROLINA <br /> Draft County Commissioner Travel Policy <br /> (Excerpt from BOCC Orientation Guide) <br /> Please indicate on the receipt the date(s), meal selection (Breakfast, Lunch, or Dinner), event <br /> name, and purpose. <br /> • Outside of Orange County — expenses related to meals and non-alcoholic beverages <br /> should be purchased using your County assigned p-card. <br /> • Meals within Orange County - only meals related to serving the public at "official <br /> functions" can be charged to your County assigned p-card. Examples of "official <br /> functions" may include but not limited to: Mayors and Commissioner Meetings, Peer <br /> Elected Official/Staff Meetings. Meals other than those for "official functions" that <br /> are purchased within Orange County solely for the convenience of the traveler should <br /> not be charged to your County assigned p-card and are not eligible for <br /> reimbursement. <br /> • Tips related to eligible meals as outlined above should be paid for by using your <br /> County assigned p-card. <br /> • Tips for hospitality services (maid service, bellhop, etc.} should be paid for by using <br /> your County assigned p-card. <br /> Hotel & Lodging (Outside of Orange County and North Carolina) <br /> The Clerk's Office will handle all transactions related to travel and lodging (in or out of state) <br /> Detailed receipts must be submitted to the Office Manager. <br /> Please indicate on the receipt the date(s), event name, and purpose. <br /> • Payment for incidental expenses related to lodging (including deposits and taxes}will <br /> be paid using your County assigned p-card. <br /> • Reimbursement will not be made for hotel & lodging within Orange County. <br /> Event Registrations and Conference and Training Expenses <br /> The Clerk's Office will handle all transactions related to conference and training expenses <br /> (in or out of state) such as event registrations, conference materials, educational literature, <br /> etc. Please contact the Office Manager to coordinate any anticipated training/registration <br /> requests. In the case where a schedule change needs to be made, please contact the Office <br /> Manager as soon as possible to make them aware of the change. All additional expenses or <br /> changes must be paid for using your County assigned p-card. <br /> 2 Revised 9/2020 <br />