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.
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.