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HomeMy WebLinkAboutR82-094 travel reimbursememt policy• �. x+.nvecw `eY� \Lb�x w�...�u+f RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO. 82- 9 � EAGLE COUNTY TRAVEL REIMBURSEMENT POLICY WHEREAS, pursuant to Sections 30 -11 -101 and 30 -11 -107, respectively, C.R.S. 1973, as amended, the Board of County Commissioners of the County of Eagle, State of Colorado, hereinafter referred to as the "Board," is vested with the ultimate responsibility and authority for the conduct of the fiscal affairs of the County, and for the management of the business and concerns of the County; and WHEREAS, in order to conduct the business affairs of the County, many County employees are required to travel away from their regular work station; and WHEREAS, the Board has determined that such County employees should be reimbursed for actual and necessary travel expenses so incurred; and WHEREAS, the Board desires to adopt a travel reimbursement policy which establishes and specifies the procedures, conditions and restrictions for reimbursement of allowable travel expenses. NOW, THEREFORE, be it resolved by the Board of County Commissioners of the County of Eagle, State of Colorado: THAT, the Board hereby adopts the "Eagle County Travel Reimbursement Policy" as set forth in Exhibit "A" attached hereto and incorporated herein by this reference. THAT, the Eagle County Travel Reimbursement Policy shall apply and shall be binding upon all County employees except as otherwise provided in said Travel Reimbursement Policy. THAT, upon approval and adoption of this Resolution, any and all existing or previously adopted Travel Reimbursement Policies not reflected in this Resolution shall be and are hereby repealed and superseded by this Resolution. THAT, the provisions of this Resolution and the Eagle County Travel Reimbursement Policy incorporated herein are severable. If any section, sentence, clause, or phrase herein is adjudged by a court of competent jurisdiction to be invalid, the decision shall not affect the validity of the remaining portions of this Resolution and /or the Eagle County Travel Reimbursement Policy. THAT, the Board hereby declares that the provisions of the Eagle County Travel Reimbursement Policy heretofore shall be effective January 1, 1983. THAT, the Board hereby finds, determines and declares that this Resolution is necessary for the health, safety and welfare of the citizens of the County of Eagle. MOVED, READ AND UNANIMOUSLY adopted at a regular meeting of the Board of County Commissioners of the County of Eagle, State of Colorado, held this day of October, 1982. ATTEST COUNTY OF EAGLE, STATE OF COLORADO By and Through its BOARD OF COUNTY COMMISSIONERS By: GtL'l�C'i�Cc' �� B E 7 Y � lly, erk to the oard of Dale F. Grant, Chairman ounty Commissioners Keith Troxe , Commissioner Dan iams, Commissioner VJ EXHIBIT A EAGLE COUNTY TRAVEL REIMBURSEMENT POLICY Eagle County employees are eligible to receive reimbursement for actual and necessary traveling expenses when Eagle County requires travel away from the regular work station. The following policy outlines procedures and limits. The meal reimbursement limitations stated below do not apply to Elected officials, the County Administrator, the County AttorneA the Community Development Director, or the Road and Bridge supervisor.* I. Receipt requirements. A. Paid receipts are required for reimbursement of travel expenses. When possible, receipts contain the date; description of purchase; dollar amount; vendor; name of person paying; vehicle make & license number (if vehicle expense); and signature of employee. B. Reimbursement for travel by taxi, cab, airport limo, or parking will be at actual cost. Receipts are desirable. II. Meal reimbursements. A. Breakfast. 1. Breakfast expenses may be claimed only if the travel requires an employees departure from home before 5 :00 a.m. during any day in which travel away from the normal work station is required. 2. Reimbursement shall be at actual cost not to exceed $3.00 plus a 15% tip allowance (maximum tip 45�). Receipts are required for any reimbursement. B. Lunch. 1. Lunch expenses may be claimed only if the travel meets all of the following conditions: (a) Travel is to a destination outside Eagle County boundaries. (b) The travel is away from the employee's regular work station. * Other exceptions may be honored only if the requested reimbursement is approved in writing by one of the above and finally approved by the Board of County Commissioners. EAGLE COUNTY TRAVEL REIMBURSEMENT POLICY 2. Reimbursement shall be at actual cost not to exceed $5.00 plus a 15% tip allowance (maximum tip 75p). Receipts are required for any reimbursement. C. Dinner. 1. Dinner expenses may be claimed only if the travel results in an employees arrival at home after 8:00 p.m. during any day in which travel away from the normal work station is required. 2. Reimbursement shall be at actual cost not to exceed $10.00 plus a 15% tip allowance (maximum tip $1.50). Receipts are required for any reimbursement. III. Lodging reimbursements. A. Lodging may be reimbursed at actual cost when travel requires overnight accommodations. Receipts are required for any reimbursement. B. Luggage or baggage handling tips will not be reimbursed. ti.u. IV. Transportation reimbursements. A. Travel using a County -owned vehicle. 1. If it is necessary to fuel a County -owned vehicle while traveling, the employee may claim fuel expense at actual cost. Receipts must include the make and license of the vehicle fueled. Receipts are required for reimbursement. 2. The Department using a County -owned vehicle will be charged a mileage expense based on a rate established by the Board of County Commissioners. B. Travel using a privately -owned vehicle. 1. An employee may claim mileage expenses when traveling in a privately owned vehicle. Reimbursement is at a rate established by the Board of County Commissioners and calculated on the actual miles traveled on county business. 2. Use of a private vehicle should be limited to those times when a motor pool or other county -owned vehicle is not available. 3. It is requested that employees use their own vehicles for transportation when overnight travel is required. EAGLE COUNTY TRAVEL REIMBURSEMENT POLICY C. Public Carrier. 1. Travel expenses for planes, trains, or busses may be claimed. Reimbursement will be at actual cost. Receipts are required for reimbursement. 2. Travel by common carrier will be reimbursed at economy class or comparable rates using the shortest and most efficient routes available. D. Persons who are not Eagle County employees or not acting in their capacity as an appointed member of an Eagle County Board or Commission are to be discouraged from traveling in a county - owned vehicle. V. Miscellaneous reimbursement. A. Attendance at a conference or professional association meeting which requires a registration or enrollment fee may be claimed. Reimbursement will be at actual cost. Receipts must be submitted. B. If you must make telephone calls for business purposes while away from the office, call collect or charge the call to the wJ office, as appropriate. Business calls made from and charged to your home phone may be claimed. Your telephone bill with a notation as to who was called must be submitted as a receipt for reimbursement. C. Travel expenses incurred because of spouse or companion accompaniment are not reimburseable. VI. Reimbursement claim forms. A. Claims for travel reimbursement are to be completed on an Eagle County Travel Voucher. B. The travel voucher must be signed by the person claiming reimbursement. C. All receipts must be attached. D. Travel vouchers are then handled using established bill paying procedures.