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24 <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" are eligible for reimbursement (Examples of"official functions" may include <br /> but not limited to: Mayors and Commissioner Meetings, Peer Elected Official/Staff <br /> Meetings). Meals other than those for "official functions" that are purchased within <br /> Orange County solely for the convenience of the traveler are not eligible for <br /> reimbursement. <br /> • Tips related to eligible meals as outlined above should be paid for by using your County <br /> assigned p-card. <br /> • Tips for hospitality services (maid service, bellhop, etc.) should be paid for by using your <br /> County assigned p-card. <br /> Hotel & Lodging (Outside of Orange County) <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 will be made for actual costs (including deposits and taxes) using your County <br /> assigned p-card. <br /> • Reimbursement will not be made for hotel & lodging within Orange County. <br /> Other Costs <br /> The Clerk's Office will handle transactions related to travel and/or training such as event <br /> registrations, conference materials, educational literature, etc. Please contact the Office <br /> Manager to coordinate any anticipated travel or training/registration requests. A detailed receipt <br /> must be submitted to the Office Manager if you chose to purchase materials, event registrations, <br /> etc. on your own. <br /> Travel Advance <br /> • Travel advances and stipends are not permitted. Please use your County assigned p- <br /> card for travel related purchases. <br /> Budget <br /> • The Clerk's Office will budget for County Commissioners' travel and training each fiscal <br /> year. <br /> • For accountability purposes, a detailed financial report will be provided to the Board of <br /> County Commissioners quarterly regarding travel/training expenses incurred by each <br /> Commissioner <br /> • Please contact the Clerk to the Board and/or the Assistant Deputy Clerk I — Office <br /> Manager to confirm the availability of travel and/or training budgets. <br /> RECOMMENDATION(S): The Manager recommends that the Board review and discuss the <br /> proposed County Commissioner Travel Policy and provide direction to staff, as appropriate. <br /> Chair Rich reminded the Board that Donna Baker worked on this draft over the summer, <br /> reaching out to other clerks around the state, and seeking to gather best practices. <br /> Commissioner Marcoplos referred to the monthly car allowance, which covers usage in <br /> North Carolina, for travel outside of Orange County, and said one of those needs to change. He <br />