[Adopted 5-12-2010 by Res. No. 2010-09[1]]
This policy applies to all departments and employees except if superseded by a bargaining unit agreement, a term or condition of employment subject to the negotiation process, or court-appointed policy.
[1]
Editor’s Note: This resolution also superseded former Art. IV, Travel Policy, adopted 5-19-1993, as amended; it referenced this revised Travel, Staff Development and Meals Policy as Policy No. MI-1.4, noting an original established date of 3-2004, with revision dates of 7-2004, 3-2006, 9-2009 and 5-2010; it referred to related policies as Fleet Management; and Employee Work-related Accidents, Illnesses or Injuries and Workers’ Compensation, and to related forms County of York Mileage Reimbursement Form and County of York Travel Reimbursement Form (all on file in the County offices).
The County of York recognizes that employees will be traveling and participating in staff development activities in conjunction with County-related business. The County provides reasonable reimbursement of travel, staff development and meal expenses. This policy defines the reasonable reimbursement for travel, staff development and meal expenses of employees incurred while on County-related business. Further, this policy defines the reasonable expectations of employee behavior when representing the County while traveling.
A. 
Employees are expected to exercise good judgment and fiscal responsibility while traveling on County-related business. The County will reimburse employees for actual, reasonable, and proper expenses incurred while traveling on County-related business, when supported by appropriate documentation and when such expenses are not reimbursable from another source. Such expenses will conform with sound ethical and legal standards of conduct expected of all County employees while providing the employee with a reasonable safe environment while traveling. It is not the County's intention to supplement any employee's compensation by reimbursement of expenses not related to company business or for any expenses not actually incurred. It is the County's policy to budget travel and travel-related expenses and to approve travel within budgeted amounts.
B. 
Any employee who submits, or knowingly approves, an improper or fraudulent reporting of expenses for reimbursement will be subject to appropriate disciplinary action.
As used in this article, the following terms shall have the meanings indicated:
APPROPRIATE RECEIPT
An appropriate receipt for reimbursement of expenses is an original, dated detailed receipt. A credit card receipt is not acceptable as an appropriate receipt. Meal receipts must conform to the requirements described in § 263-17E(5).
APPROVAL OF EXPENSES
The act of approving or authorizing an employee expense report is not simply an authorization to reimburse. The approver has the responsibility to verify that the expenses claimed are reasonable, proper, and necessary to accomplish the County's objectives and that the expenses are consistent with County policy.
EXPENSES
Actual, appropriate and allowable amounts incurred while traveling on County-related business. To qualify for reimbursement, expenses must be clearly and correctly described, properly documented, promptly reported by the employee and approved by a higher level of supervision as designated by each department and listed on the authorized signatory listing maintained in the Controller's office.
STANDARD MILEAGE CALCULATIONS
Mileage calculated from all downtown York locations to indicated County of York facilities. The standard mileage calculation must be used when submitting mileage reimbursement requests for applicable travel on County of York business.[1]
TRAVEL
Movement outside of the assigned work location, which requires the employee to use public or personal transportation. This includes business-related activities incurred in the normal course of daily work as well as approved conference and educational travel.
[1]
Editor's Note: See § 263-20 for the attachment with standard mileage calculations.
A. 
Demeanor.
(1) 
While traveling on County of York business, employees are acting as representatives of the County.
(2) 
Particular care and good business judgment should be exercised in all activities.
(3) 
Demeanor and actions will reflect on the County; therefore, all actions must be reasonable, proper and have as their purpose establishing, enhancing, or pursuing constructive business activities.
B. 
Accidents while traveling on County business. Refer to the Accidents at Work/Workers Compensation Policy.
C. 
Transportation.
(1) 
Air travel.
(a) 
Air travel will be authorized where circumstances warrant.
(b) 
Airfare will be approved if the cost of air travel is less than the cost of automobile reimbursement at the approved County mileage rate, or if the total round trip mileage exceeds 600 miles. Exceptions must be approved by the elected official, Executive Director or Director.
(c) 
When traveling by air, employees are required to take advantage of the lowest fare possible between the travel departure point and travel destination, consistent with reasonable timing and scheduling.
(d) 
When possible, reservations should be made at least two weeks in advance to ensure flight availability and pricing discounts.
(e) 
Reservations may be obtained through AAA, the County's travel agency. When reservations are booked through AAA, the County will be billed directly for the ticket.
(f) 
Employees are permitted to book and pay for reservations on their own; however, the employee is required to check with AAA for comparative pricing.
(g) 
For all air travel, coach or economy class will be reimbursed in full.
(h) 
Travel outside of the United States and Canada requires the approval of the Commissioners.
(2) 
Automobile. All employees driving a vehicle on County business must have a valid driver's license, and, if driving their personal vehicle, adequate automobile insurance of at least the State minimum required amount. All employees driving a vehicle on County business must obey all driving laws and regulations, including the use of child safety seats if applicable. Further, emergency response vehicles will follow applicable departmental procedures for routine and emergency response procedures.
(a) 
Automobile (County).
[1] 
A limited number of County-owned vehicles are provided for departmental business usage through the County Fleet Manager and/or the Departmental Fleet Administrator.
[2] 
Employees should consult with their elected official, Executive Director, Director or designee for the departmental standards and procedures for the use of County vehicle as defined within the Fleet Management Policy.
[3] 
If approved to use a County vehicle, either a departmental vehicle or a pool vehicle, the employee should consult with the departmental fleet administrator to become familiar with the departmental procedures and fleet management directives.
[4] 
Refer to the Fleet Management Policy and Fleet Management Directives for further information.
[5] 
Departments may require that employees use a County vehicle if one is available rather than the employee's personal vehicle.
(b) 
Automobile (personal).
[1] 
To defray both operating and indirect costs, employees using their own personal vehicle for business travel will be reimbursed at the current mileage rate approved by the Board of Commissioners.
[2] 
Miles driven to and from an employee's home and principal place of business at any time are considered personal commuting expenses and will not be reimbursed. Examples include:
[a] 
When an employee returns to his/her principal place of business during off hours such as returning to work in the evening.
[b] 
When an employee works on a non-scheduled workday, such as a Saturday or Sunday.
[3] 
Calculating miles driven for reimbursement.
[a] 
Employees calculating miles driven starting or ending at their home must list their home address on the expense reimbursement form.
[b] 
Employees must list the mileage from their home to their principal place of business, calculated by MapQuest, on their expense reimbursement form in the space provided.
[c] 
Employees must also list the city or zip code for each street address for all locations claimed for mileage reimbursement.
[d] 
Employees, who report to work at their principal place of business, and then later leave on County business, will calculate miles driven for reimbursement starting at their principal place of business.
[i] 
Example A: Employee comes to work to pick up a file and leaves to visit a client in Harrisburg and then returns to work.
[A] 
Miles driven will be reimbursed from the principal place of business to Harrisburg and from Harrisburg back to the principal place of business.
[e] 
Employees, who do not report to their principal place of business, but drive directly from home to a client or business location, other than their principal place of business or who drive from a client or business location directly to their home, will calculate mileage as follows:
[i] 
If the employee will deduct the mileage from their home to and/or from their principal place of business, calculated by MapQuest, from their total miles traveled for that day.
[ii] 
If the mileage traveled to and/or from their home to their principal place of business is greater than their travel miles for that day, no mileage will be reimbursable; however, the employee's travels must still be documented on the reimbursement form submitted.
[iii] 
Example B: Employee's normal commute to and from work is 10 miles each way. The employee travels directly from home to their first client visit for the day and then from their final client visit for the day to their home. The total mileage traveled during the day is 50 miles. The employee would be eligible for a mileage payment of 30 miles (50 total miles minus the normal daily commute of 20 miles to and from their principal place of business).
[iv] 
Example C: Employee's normal commute to and from work is 30 miles each way. The employee travels from home directly to and from a meeting that is 20 miles each. The employee would not be eligible for any mileage reimbursement since the miles traveled are less than their normal commute to their principal place of business.
[f] 
Employees are expected to exercise good judgment and fiscal responsibility while traveling on County-related business.
[4] 
Employees traveling between downtown York and other County of York locations must use the standard mileage calculations as listed on the attachment to this policy when submitting mileage reimbursement requests.[1]
[1]
Editor's Note: See § 263-20 for the attachment with standard mileage calculations.
[5] 
If the state or federal reimbursement rates for mileage as stated in contracts are lower than the County-approved mileage rates, the County will pay the difference from County funds to the employee.
(c) 
Automobile (rental).
[1] 
The need to rent an automobile must be justified.
[2] 
The County encourages the use of public transportation, such as taxis, airport limousines, and other means of transit.
[3] 
In cases where public transportation is not economical or practical, automobile rental is authorized.
[4] 
The County prefers that arrangements for rental cars be made in advance for pickup. Arrangements for rental car vehicles should be coordinated through the Assistant Chief Clerk's office where possible.
[5] 
Employees may reserve and pay for automobile rental on their own; however, the employee must review rental options for comparative pricing and select the most appropriate option. The County's preferred rental car agencies are Hertz and Avis.
[6] 
Rental and fuel costs only will be reimbursed in full at the compact automobile rate. The County All Line Aggregate Insurance Policy coverage covers all liability and automobile insurance issues when employees are traveling on County business. Employees are requested to decline additional collision coverage offered by the rental company.
[7] 
A larger automobile may be permitted for multiple employees traveling or when significant equipment needs justify a larger vehicle.
(d) 
Driver's license and vehicle insurance.
[1] 
At a minimum of one time per year, an employee who drives a personal or County-owned vehicle on County business must present his/her valid driver's license to the elected official, Executive Director, Director or designee.
[2] 
If an employee drives a personal vehicle on County business, at a minimum of one time per year, the employee must present his/her vehicle insurance declaration page to the elected official, Executive Director, Director or designee indicating insurance of at least the state minimum-required amount.
[3] 
The employee who drives a vehicle on County business is responsible to immediately notify, in a signed statement, the elected official, Executive Director, Director or designee of the revocation or suspension of his/her driver's license, or vehicle insurance as applicable.
(e) 
Railroad/bus/taxi.
[1] 
Actual fare for bus and taxi will be reimbursed. Tips to the taxi driver are limited to the greater of $1 or 15% of the fare.
[2] 
For a railroad trip of eight hours or less in duration, coach accommodations will be reimbursed.
[3] 
For overnight trips or trips in excess of eight hours, Pullman passage including sleeping accommodations may be used.
D. 
Lodging.
(1) 
Reasonable hotel/motel accommodations will be reimbursed at the single-room rate.
(2) 
The County encourages double occupancy where practical.
E. 
Meals.
(1) 
If total round-trip time away from the office within the same day, including travel and attendance at the meeting or event, is less than five hours, no meals will be reimbursed.
(2) 
The employee must list their departure and return times on their expense reimbursement form) when submitting for a meal reimbursement.
(3) 
When traveling on County business on a day trip that does not exceed eight hours, only the lunch meal will be reimbursed.
(a) 
An employee must start working at a minimum of two hours prior to their normal scheduled time in order to be eligible for reimbursement for a breakfast meal. Note: An exception may be made when conducting a transport. Anyone with questions regarding this exception should contact the Controller's office for further details.
(b) 
An employee must work a minimum of three hours past their normal schedule day to be eligible for reimbursement for a dinner meal. Note: An exception may be made when conducting a transport. Anyone with questions regarding this exception should contact the Controller's office for further details.
(4) 
Meals will not be reimbursed to an employee who is traveling from one County facility to another County facility to complete work.
(5) 
Individual meal reimbursement limits are as follows:
(a) 
Breakfast: $10.
(b) 
Lunch: $15.
(c) 
Dinner: $25.
(6) 
If state or federal reimbursement rates for meals as stated in contracts are lower than the County-approved meal reimbursement limits, the County will pay the difference from County funds to the employee.
(7) 
An original detailed receipt must accompany all meal reimbursement requests; a credit card receipt is not acceptable as documentation. The detailed receipt must include:
(a) 
Date, name and location of restaurant.
(b) 
Number of individuals served.
(c) 
Itemized listing of items served.
(d) 
Total dollar amount charged.
(e) 
Should a detailed receipt not be available, an employee may submit a receipt containing the restaurant name and date of purchase, along with a copy of the menu and explanation of items purchased.
(8) 
No alcoholic beverages of any kind will be reimbursed.
(9) 
Bulk and/or grocery items are not an allowable expense towards meal reimbursement. Note: An exception may be made when conducting a transport. Anyone with questions regarding this exception should contact the Controller's office for further details.
(10) 
Tips are limited to the greater of $1 or 15% of the bill.
(11) 
Business lunches between County employees will not be reimbursed.
(12) 
The County will not reimburse for a meal when it is provided by the conference or seminar being attended; the employee will be responsible for any alternate options purchased.
(13) 
Appropriate supporting documentation, such as an agenda, event schedule, copy of registration, certificate of attendance, or timesheet record must be attached to the employee's request when submitting for reimbursement for a meal.
F. 
Conferences and seminars.
(1) 
The elected official, Executive Director, Director or designee must approve conferences and seminars prior to attendance.
(2) 
Registration fees for conferences, seminars and business meetings should be pre-arranged and paid in advance through the County's check request procedure.
G. 
Other expenses.
(1) 
Parking and road tolls will be reimbursed at cost with the appropriate receipt.
(2) 
All entertainment and miscellaneous personal expenses, including but not limited to laundry, wet bar, exercise room, room safe, spousal and dependent travel, will not be reimbursed; however, all such expenses must be identified on the itemized billing and excluded from the total on receipts and reimbursement forms as applicable.
(3) 
Excessive miscellaneous tips will not be reimbursed.
H. 
Changes in travel plans.
(1) 
If an employee's travel plans are altered or cancelled, it is the employee's responsibility to cancel or change all reservations, including but not limited to hotel, airline, etc.
(2) 
If the employee fails to cancel or change reservations, the County will not pay for any fees incurred.
I. 
Individual receipts.
(1) 
Employees are encouraged to pay for and submit separate individual receipts for all travel, staff development and meal expenses.
J. 
Personal travel/guests accompanying the employee.
(1) 
For employees combining personal and business travel, the County will reimburse those expenses associated with the employee only during times of business travel and business activities.
(2) 
No expenses for guests accompanying the employee, who are not County employees traveling on County business, will be paid.
K. 
Cash advances.
(1) 
No cash advances for travel, staff development or meal expenses are provided.
(2) 
Expenses, such as hotel, registration fees, and airline may be prepaid as required or requested through the County's check request procedure.
A. 
Timely submission of routine and nonroutine expenses.
(1) 
Travel. All expenses for business travel must be submitted through the departmental expense approval procedure in a timely manner and must be received in the Controller's office within 30 calendar days following the end of each calendar quarter in which the expenses were incurred. (See table below.)
Expenses Incurred
Request for
Reimbursement Due Date
Expenses Incurred
Request for
Reimbursement Due Date
January
April 30
July
October 31
February
April 30
August
October 31
March
April 30
September
October 31
April
July 31
October
January 31 of next calendar year
May
July 31
November
January 31 of next calendar year
June
July 31
December
January 31 of next calendar year
(2) 
Requests for reimbursement will be denied (not paid) if expense reimbursement requests are not submitted according to § 263-18A(1).
B. 
Expense reimbursement requests.
(1) 
Employees must submit requests for reimbursement of mileage, parking and tolls on the County of York Mileage Reimbursement Form.
(2) 
Employees who incur expenses other than mileage, parking and tolls must submit requests for reimbursement of travel, staff development, meals and all other expenses on the County of York Travel Reimbursement Form. The employee must attach appropriate supporting documentation, as specified in § 263-17E(13).
(3) 
Employees traveling between downtown York and other County of York locations must use the standard mileage calculations as listed on the attachment to this policy when submitting mileage reimbursement requests.[1]
[1]
Editor's Note: See § 263-20 for the attachment with standard mileage calculations.
(4) 
All expenses submitted for reimbursement must be appropriately documented, approved by a higher level of supervision and within the guidelines as set forth in this policy.
(a) 
Elected officials are the only individuals who may authorize their own request; all other individuals must have authorization from a higher level of supervision documented on their request.
(5) 
All expense reimbursement request forms must be signed in a color other than black ink by the employee submitting the request for reimbursement.
C. 
Expenses for more than one calendar year.
(1) 
Expense reimbursement requests may only include expenses incurred in one calendar year.
(2) 
If an employee incurs expenses that span two calendar years, two expense reimbursement requests must be submitted listing the expenses for each of the calendar years on separate request forms.
D. 
Allocation of expenses.
(1) 
All registration fees and specialized training costs should be charged to Account 5200211, Special Training and Staff Development.
(2) 
All automobile mileage should be charged to Account 5200221, Travel.
(3) 
All other travel expenses such as meals, hotel, car rental and parking should be charged to Account No. 5200231, Travel, Food and Lodging.
A. 
All employee business-related travel and travel-related expenses must be approved and authorized prior to traveling according to departmental procedure.
B. 
All business-related travel and travel-related expenses must be within budgeted line item limits.
C. 
All expenses submitted for reimbursement must be supported by appropriate documentation and approved according to the procedure described in this policy. The Controller's office has the discretion to adjust a request as necessary to conform to the guidelines stated within this policy. The employee understands that failure to complete the correct forms appropriately may result in delay of processing for payment of the reimbursement.
D. 
All expense reimbursement requests must be approved by a higher level of supervision as designated by each department and listed on the authorized signatory listing maintained in the Controller's office.
E. 
Questions regarding reimbursements should be directed to the Controller's office.
The attachment follows:
Standard Mileage Calculations
Attachment to York County Travel, Staff Development and Meals Policy
The mileage listed below is calculated from all downtown York locations to the indicated County of York facilities. These standard mileage calculations must be used when submitting mileage reimbursement requests for travel on County of York business.
From Downtown York to:
One-way
Round Trip
911
5
10
Archives
5
10
Dillsburg Office — Probation
22
44
East York MH/MR Office
4
8
Hanover Offices
    - Drug & Alcohol, CYS, MH/MR
21
42
Pleasant Acres Annex
5
10
Prison
5
10
Red Lion Office — Probation
10
20
Pleasant Acres Nursing & Rehabilitation Center
5
10
Youth Development Center
5
10