Code, Resolutions, Policies & Plans
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<br /> <br />All travel and/or attendance at an overnight training or conference event by county employees must be <br />authorized in advance by the responsible Elected Official or Department Head. Overnight travel for <br />Department Heads who report directly to the Board must be authorized in advance by the Board. While <br />traveling, all employees are expected to minimize expenses as much as possible out of respect for the <br />taxpayers funding the travel. <br />When planning a trip, employees should utilize the most cost-effective means of travel. Alternatives to <br />consider include flying, renting a vehicle and carpooling. If an employee chooses to travel by means <br />other than the most cost-effective method, the employee will only be reimbursed at the most cost- <br />effective amount. <br />Mileage. The County maintains administrative vehicle(s) for use by employees traveling on official <br />business. These vehicles should be utilized whenever possible. If an appropriate county vehicle is <br />available, but not used, the mileage reimbursement rate will be 50% of the amount set by the IRS. If an <br />employee is required to use a personal vehicle because an appropriate county vehicle is not available, <br />mileage will be paid in accordance with rates set by the IRS. <br /> Employees driving to the same meeting or training are expected to carpool. If one employee chooses <br />to drive their own vehicle, their mileage reimbursement rate will be 50% of the amount set by the IRS. <br /> Mileage reimbursement is not allowed for any portion of travel that is for personal use. <br /> All mileage reimbursements will be processed at the 50% IRS rate unless the claim document <br />submitted specifically states that an administrative vehicle was not available (or that it was not possible <br />for employees to carpool). <br />Meals. The County will reimburse actual meal expenses, including tips, up to a maximum of $50 per day, <br />broken down to $10 for breakfast, $15 for lunch and $25 for dinner. Employees traveling out of the <br />county to participate in a one-day meeting or training will be reimbursed only for their noon meal, and <br />only if it is not provided as part of the training event. If an employee chooses not to consume a meal <br />included in the event registration fee, they will not be reimbursed for that meal purchased separately. <br /> If an employee prefers to be reimbursed in advance of their travel, or prefers not to keep receipts, they <br />may request a per diem rate of $30, broken down to $5 for breakfast, $10 for lunch and $15 for dinner. <br />All claims for advance per diem reimbursement must be submitted in a timely manner and receive <br />approval during a regular Board meeting. If per diem payment is received, no further meal reimbursement <br />will be allowed. Per diem amounts cannot be requested for meals included in the registration fee. <br /> Every travel expense reimbursement claim, including per diem requests, must include the name(s) of <br />the traveling employee(s), the date, title and location of the training/conference <br />Time. Time spent by an employee traveling to another city for a special one-day assignment or training <br />shall be considered work time. Travel time related to trips that keep an employee away from home <br />overnight is also considered work time. Travel time entered on an employee’s time sheet cannot <br />significantly exceed the travel time as calculated by using Mapquest. <br />Reimbursement. Reimbursable travel expenses are limited to those that are directly related to official <br />business. Reimbursement shall be for actual expenses only, and not based on a per diem rate, except as <br />described under “Meals” above. Use of direct billing for hotel costs is strongly encouraged whenever <br />possible to ensure the county receives tax exempt status. A Claim accompanied by original receipts must <br />be submitted for reimbursement. The number of miles submitted for reimbursement cannot significantly <br />exceed the distance as calculated by using Mapquest. <br /> Non-reimbursable travel expenses include, but are not limited to, those incurred for the sole benefit of <br />the employee such as travel insurance, alcoholic beverages, extra meals, in-room movies, laundry, room <br />service, entertainment, etc. <br /> If a spouse or other non-County employee accompanies the employee, reimbursement shall be based <br />on the employee’s expenses only, i.e. single room rate. Rental cars are reimbursable only when they are <br />the most cost effective alternative. The County reserves the right to adjust unreasonably high expenses. <br /> Revision: 6 <br /> Date: 09/21/2018 <br /> Original Issue Date: 11/24/08 <br /> Number of Pages: 1 <br /> Approved: BOCC <br />TETON COUNTY ADMINISTRATIVE POLICIES <br />Travel Reimbursement
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