[Adopted 4-11-2011 by Res. No. 410-2011]
A. 
The Albany County Legislature adopted Resolution No. 410 on April 11, 2011, which requested the Department of Management and Budget, in conjunction with the Albany County Department of Audit and Control, to establish an Albany County Travel Policy. This resolution supersedes Article X of Rules and Regulations for Albany County Employees regarding reimbursement for official travel. Pursuant to Resolution No. 437a of 2009, which established restrictions on County-funded travel and suspended out-of-state travel on official County business, the Albany County Legislature requires written verification and justification to be submitted to the department head for review. Resolution No. 437a also requires that all travel expenditures exceeding $500 of County funding be forwarded to the Chair of the Albany County Legislature for approval and authorization. Pursuant to resolution, this policy shall apply to all departments, including separately elected leaders.
B. 
This article shall provide departments and employees with clear and concise guidelines regarding Albany County's rules and regulations regarding official travel and expenses. It will ensure that employees obtain authorization prior to incurring any work-related travel expenses, and will also provide instructions regarding reimbursement for those pre-approved expenses, thereby ensuring that the County maintains the appropriate level of accounting controls. This article is the embodiment of the terms and conditions governing the County's travel policy. As such, departments are to ensure travel in accordance with the procedures set forth herein or, where applicable, as set forth in the relevant negotiated bargaining agreement(s). When traveling on official County business, only actual, necessary and reasonable business expenses will be reimbursed.
A. 
"Work-related travel" is defined as travel, during the course of the County work day, to a location other than an employee's official work location. Work-related travel must be due to, or in the course of, the employee's job duties as determined by the department head or appointing authority.
B. 
Each employee must seek prior authorization from his/her department head for all work-related travel.
C. 
A department head or designee shall approve or deny travel requests in a timely manner, but no later than five business days prior to travel. Exceptions and waivers will be granted on a case-by-case basis where necessary.
D. 
Employees must submit requests for reimbursement no later than 30 days following the end of the month in which the expense was incurred.
E. 
The County shall reimburse employees for pre-approved travel in accordance with the rates outlined herein, and assumes no obligation to reimburse employees for travel expenses that are not in compliance with this policy.
F. 
Vouchers must be submitted on a timely basis. Employees who fail to comply with this policy may be subject to delay or withholding of reimbursement, and/or disciplinary action.
G. 
The designation of an employee's official work location will be determined by the employee's appointing authority in the best interest of the County and not for the convenience of the employee. The Department of Audit and Control reserves the right to request justification from a department to support its designation of official work location. Official work location designation belongs to the position, not to the person.
H. 
Work-related travel does not include commuting to and from the employee's home and his/her official work location, unless specifically approved by a department to be in the best interest of the County.
Department heads shall ensure that:
A. 
All authorized travel is in the best interest of the County;
B. 
All charges relate directly to the work-related travel and are accurate, reasonable and necessary;
C. 
All expenses comply with travel rules and regulations;
D. 
The most economical method of travel is used;
E. 
Employees obtain appropriate approvals prior to traveling, and exceptions or waivers are justified and necessary;
F. 
Adequate funds are available for travel prior to approval;
G. 
Procedures are established to ensure appropriate use of the travel card;
H. 
Policy for the review and approval of travel vouchers in a complete and timely manner is enforced;
I. 
Guidance and training is provided to department supervisors and staff on the proper procedures for reimbursing travel expenses.
Employees shall:
A. 
Know County travel rules and regulations;
B. 
Obtain necessary prior approvals for travel, including method of travel;
C. 
Secure the most economical method of travel in the best interest of the County;
D. 
Obtain all necessary travel documents (e.g., voucher, tax-exempt certificate);
E. 
Maintain an accurate record of expenses, including departure and return times, and mileage;
F. 
Obtain and provide required receipts or documentation;
G. 
Claim reimbursement only for actual allowed expenses within reimbursement rates;
H. 
Account for charges made to the travel card;
I. 
Complete and submit travel vouchers accurately and timely, but no later than 30 days following the completion of the month in which the expense was incurred.
The official station is the employee's usual work location, as designated by the County. Travel between the employee's home and official work location is considered commuting and is not reimbursable.
When an employee is assigned to work at an alternate work location the following may apply:
A. 
When travel is from an employee's home to an alternate work location, or from an alternate work location to home, at a minimum, transportation expenses must be reimbursed using the lesser of 1) mileage between the employee's home and the alternate work location, or 2) mileage between the employee's official work location and the alternate work location, times the Internal Revenue Service mileage reimbursement rate. This reimbursement method is called the "lesser of mileage rule."
B. 
When travel is between an employee's official work location and an alternate work location, or between two or more alternate work locations, transportation expenses must be reimbursed by payment for the actual mileage between such locations, times the County mileage reimbursement rate.
C. 
The expense of meals or lodging within the proximity of the official work location will not normally be reimbursed, unless it is in the best interest of the County, as determined by the Department of Audit and Control. Reimbursement for travel in the proximity of the home or the official work location is subject to the audit of the Comptroller. No transportation costs will be allowed between any employee's home and his/her official work location unless specified by a collective bargaining agreement.
A. 
Overnight travel reimbursement.
(1) 
The County provides reimbursement of actual lodging costs and an allowance for meals based on federal reimbursement rates for the county of lodging. The per-diem rates for locations within the continental United States are revised annually at http://www.gsa.gov/portal/category/104711. Since rates are based on location of lodging, the county and city must be indicated on the travel voucher. Receipts are required for lodging.
(2) 
Each day the employee is in overnight travel status, the employee is eligible for reimbursement for lodging up to a maximum lodging per diem and a per-diem allowance for meals. The meal per diem is for dinner the first night and breakfast the following day.
(3) 
Employees are also eligible for an additional per diem for breakfast if they have to leave at least one hour before their normal work start time the first day of travel, and/or for dinner if they return at least two hours later than their normal work ending time on the last day of travel. In these cases, breakfast and/or dinner will be reimbursed up to the maximum amount of the meal per-diem allowance specified for the particular area of lodging. The meal per-diem allowance is apportioned for breakfast and dinner. Albany County will defer to the Office of the New York State Comptroller for current meal allowances. See http://www.osc.state.ny.us/agencies/travel/meals.htm. Where per-diem expenses are reimbursed by the New York State Department of Corrections and Community Supervision, such rates and policies shall be in effect.
(4) 
Maximum lodging rates exclude taxes. For travel within New York State, a tax exemption certificate (ST-129) should be used. For travel outside of New York State, state and local taxes are not included in the maximum lodging amount and will be reimbursed in addition to the per-diem amount.
(5) 
On occasion, employees may be unable to find a hotel at a rate that does not exceed the maximum federal lodging per-diem rate for the location of travel. If that occurs, the employee must obtain prior approval to exceed the federal rate from the department head or designee, whose decision to approve such lodging shall be subject to approval by the Department of Management and Budget.
B. 
Weekend allowance. All weekend travel and lodging must be pre-approved. Weekend travel expenses will be reimbursed pursuant to the overnight travel reimbursement regulations or the reimbursement regulations governing travel within the proximity of the employee's home, whichever is applicable.
C. 
Reimbursable expenses.
(1) 
Documented business-related expenses such as:
(a) 
Telephone calls;
(b) 
Internet connection fees;
(c) 
Baggage transfer and storage expenses;
(d) 
Supplies and materials.
(2) 
Miscellaneous expenses such as:
(a) 
Tolls on roads, bridges and tunnels;
(b) 
Reasonable parking expenses;
(c) 
Taxis and local bus or subway fares.
D. 
Nonreimbursable expenses: expenses for traffic violations, parking violations, laundry, valet services, entertainment (e.g., theater tickets, in-room movies), and other personal charges.
A. 
On occasion, employees must attend conferences sponsored by other organizations at facilities which exceed the maximum lodging rate. Employees must obtain prior approval to exceed the rate from the department head or designee, subject to final approval by the Department of Management and Budget, and shall consider the following factors:
(1) 
Available lodging within the rate at a location nearby;
(2) 
Transportation costs saved by staying at the conference site;
(3) 
Late evening or early morning conference events;
(4) 
Whether the attendee is an officer of the sponsoring organization;
(5) 
Whether the attendee is a speaker or is performing other functions essential to the conference.
B. 
Social activities such as sightseeing and golf outings are considered personal expenses and will not be reimbursed. When meals and lodging are provided as a part of an agency-sponsored conference or event, additional reimbursement is not permitted.
A. 
Common carrier.
(1) 
Employees should use the most efficient and cost-effective method of transportation available. Oftentimes, this means using a common carrier such as a train, bus, taxicab or airplane. This is especially true when traveling between Albany and New York City. When traveling by commercial air, employees should obtain the lowest-cost coach accommodations available. The passenger's portion of the airline ticket or an e-ticket must be submitted with the travel voucher. Boarding passes are not acceptable. Super savers may be used only if the non-contract fare saves $200 or more per round trip.
(2) 
When choosing a method of transportation, several factors should be considered:
(a) 
Distance being traveled;
(b) 
Travel time;
(c) 
Number of employees;
(d) 
Number of locations to be visited;
(e) 
Type of transportation available;
(f) 
Employee's salary and overtime.
(3) 
Train travel on Amtrak will be reimbursed at the current Amtrak government rate, and the original ticket must be provided with the travel voucher. When a common carrier is available but a more expensive method is chosen without sufficient justification, agencies may reimburse only the common carrier rate. If a trip is cancelled, any unused common carrier tickets should be returned to the department head for a refund or credit on a future trip, and the Department of Management and Budget and the Department of Audit and Control should be notified.
(4) 
If a trip is cancelled at the direction of the department head, the traveler will not be responsible for any costs incurred. If cancelled for the employee's convenience, the employee may be responsible for any costs incurred.
(5) 
Charges for traveling by common carrier between a transportation terminal (airport, bus or train station) and home or official work location may be incurred and are reimbursable for actual costs. Personal car mileage is reimbursable in accordance with collective bargaining agreements.
B. 
Personal vehicle.
(1) 
A personal vehicle may be used when a County vehicle or common carrier is not available, is not cost-effective or is otherwise not appropriate (for example, there is a need to transport voluminous files or documents). Mileage reimbursement rates are determined by the Department of Audit and Control. The mileage allowance is in lieu of actual expenses for gasoline, oil, repairs, tags, insurance and depreciation. Therefore, actual expenses for those items will not be reimbursed when a personal vehicle is used for County business. All reasonable and necessary parking and toll charges will be reimbursed, whether paid in cash or with personally issued electronic payment devices (i.e., EZ Pass). The County may not establish EZ Pass accounts for employees' personal cars.
(2) 
Charges for gasoline, fluids, accessories, maintenance, repairs, depreciation, towing, insurance and other expenditures will not be allowed. These are considered operational costs and are covered in the mileage allowance.
C. 
County vehicle. If available, County vehicles should always be considered when the use of an automobile is required. Gasoline should be paid for with the County credit card; if there is no County credit card for that department, gasoline and other necessary expenses will be reimbursed. Emergency expenses, if justified, will be reimbursed.
A. 
Albany County has provided certain departments with gas cards and/or credit cards for travel-related expenses. Only appropriate travel expenses may be charged to the card.
B. 
Advantages to using the card include:
(1) 
Charges are billed directly to the County;
(2) 
Costs in processing vendors' vouchers will be reduced;
(3) 
The County will be able to capture a true picture of travel expenses to the County;
(4) 
Employees using the card will not need to carry large amounts of cash or use personal credit cards;
(5) 
The program provides automatic business travel accident insurance when transportation is charged to the card.
C. 
A travel voucher must be submitted detailing all expenses, including both County-issued credit card charges and out-of-pocket expenses. The Department of Audit and Control will reimburse out-of-pocket expenses and the Purchasing Division will process the County-issued card. Vouchers must be submitted timely since they provide information necessary to reconcile the County-issued card bill. Revocation of the employee's County-issued card may occur upon repeated delays in the submission of vouchers. Vouchers must be submitted for all charges, whether or not out-of-pocket expenses were incurred.
D. 
Improper or unauthorized charges may result in mandated reimbursement to the County by the employee, suspension or loss of privileges related to the card or disciplinary action. The Department of Audit and Control is responsible for recovering any overpayments to employees or improper charges, as well as ensuring the bill is reconciled correctly. Improper charges may be recovered from an employee's reimbursement for out-of-pocket expenses, paychecks or any other monies owed to the employee.