Chapter 2.96
REIMBURSEMENT OF TRAVEL EXPENSE
Sections:
2.96.010 Applicability.
2.96.020 Travel request procedure.
2.96.030 Guidelines.
2.96.040 Exceptions.
2.96.050 Payment.
2.96.010 Applicability.
A. This amended ordinance shall govern all requests for travel and reimbursement of travel expenses of any county employee or agent of any county office or department listed in the Code of Ordinances of Vanderburgh County, Indiana. (Adopted 5/11/98)(Amended 4/8/2002)
(2.96.010, Amended, 03/15/2005)
2.96.020 Travel request procedure.
A. All requests for travel must be approved in advance either (a) by an elected Office Holder having a funded travel line item in its respective budget or (b) by the County Council. Elected Office Holders may approve travel from funded line items within the Elected Official’s budget. All other travel funded through the County Council’s budget or from unappropriated funds shall be approved by the County Council. Such requests must be submitted to such elected Office Holder or the County Council, as applicable, for approval prior to travel date. If the request is to be approved by the County Council, then it must be filed with the County Council’s Office at least thirty (30) days in advance of travel date for approval in a regularly scheduled County Council meeting prior to travel date. All travel requests must be submitted on an approved form. Emergency requests for travel will be approved on a case-by-case basis.
B. All requests for travel must contain the following information and documentation:
1. The reason for attending, the number of people attending, the proposed transportation and the estimated costs of hotel, lodging, meals and transportation. In addition, the requesting individual must submit a copy of the related brochure describing the conference schedule and any meals included in the conference fee. No travel request will be approved without the foregoing information and documentation having been provided and submitted.
C. No travel advances shall, under any circumstances, be provided to any employee.
(Ord. 12-09-019 § 1, amended 12/15/09; 2.96.020, Amended, 03/15/2005)
2.96.030 Guidelines.
A. Any requests for reimbursement of travel expenses shall comply with the following guidelines and shall be submitted to the County Council for approval:
1. Reimbursement will be allowed only with respect to official county business. Any person seeking reimbursement shall incur the lowest travel expense reasonably possible and shall exercise reasonable care to avoid impropriety or the appearance of impropriety while traveling on official county business.
2. Each request must be made only by the person who incurred the travel expenses.
3. Each request must be separately itemized and in sufficient detail, including the submission of original receipts (except receipts for meals) or other satisfactory evidence of expenditure.
4. Each request shall be submitted on County Form Number 17 as furnished by the County Auditor. In the case of a state called meeting, certification must be received before reimbursement.
5. Expenses that are reimbursable include food (through the per diem provided for in Subsection B of Section 2.96.030), lodging, cost of public transportation, parking, tolls, and cab fare. Tips to airport porters are not reimbursable. Personal telephone calls will not be reimbursed.
6. The following specific reimbursement limitations shall apply:
Movies, alcoholic beverages, parking and speeding fines, valet services, entertainment cover charges, and similar expenses will not be reimbursed.
B. A per diem for meals will be paid in the amount of $26.00 per day, or the maximum amount as determined by the County Council, when in travel status over twelve (12) hours. If a meal is included as a part of a conference fee, a value of five dollars ($5.00) for a covered breakfast, six dollars ($6.00) for a covered lunch and fifteen dollars ($15.00) for a covered dinner will be deducted from the per diem for the day of any such covered meal. Surcharges for room service are not covered. There will be no per diem paid for any day during which travel status is less than seven and one-half hours (7 1/2). One-half of the per diem shall be paid for a day of travel status between seven and one-half hours (7 1/2) and twelve (12) hours.
C. Lodging-Not to exceed
1. The single room occupancy rate; or
2. The governmental room occupancy rate, if available, whichever rate is lower. (Including taxes and other customary charges.)
3. Employees are urged to stay in hotel/motels offering “reasonable government rates.” A conference site hotel may be expensive and will not necessarily be approved if cheaper accommodations are “available and practical.” Whenever possible, room sharing is encouraged.
D. Transportation.
1. Mileage is reimbursed at $.30 per mile (or the maximum amount as determined by the County Council.) Parking, taxi fares, tolls, and car rental (when deemed necessary by the County Council and given prior approval) are all reimbursible upon presentation of a receipt. Mileage reimbursement shall be allowed for each mile necessarily traveled going to and from the travel destination by the most expeditious route.
2. The use of a county vehicle is preferred when practical.
E. Airfare is reimbursed at coach rate only. Airline ticket showing passenger name and dates of travel must be submitted for reimbursement. When making airfare arrangements, a travel agent should be contacted to get government rates. Purchase orders should then be made to the travel agency.
F. Travel time - Refer to the Personnel Policy Handbook & FSLA
G. Car rental, under certain circumstances, will be reimbursable subject to prior approval by the County Council.
(Ord. 12-09-019 §§ 2 – 4, amended 12/15/09; 2.96.030, Amended, 03/15/2005; Amended 4/8/2002; Adopted 5/11/98)
2.96.040 Exceptions.
A. The County Council may authorize exceptions to the requirements and guidelines set forth above on an as-need or hardship basis upon the submission of an appropriate request therefor.
(Ord. 12-09-019 § 5, amended 12/15/09; 2.96.040, Amended, 03/15/2005; Amended 4/8/2002; Adopted 5/11/98)
2.96.050 Payment.
A. Upon approval of a request for travel reimbursement by such elected Office Holder, or the County Council, as applicable, such approved request for travel reimbursement shall, if approved by the County Council, be submitted by the County Council to the appropriate department of County Government for submission to the County Auditor for issuance of appropriate warrants under I.C. Sections 36-2-9-14 and 36-2-10-9. If such request for travel reimbursement is approved by such elected Office Holder, then, such elected Office Holder shall submit same to the County Auditor for issuance of appropriate warrants under I.C. Sections 36-2-9-14 and 36-2-10-9.
(Ord. 12-09-019 § 6, amended 12/15/09; 2.96.050, Amended, 03/15/2005)