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HomeMy WebLinkAboutResolutions - 1985.05.09 - 110937 EGO! N G RESOLUTION MISCELLANEOUS RESOLUTION # 851z9, May 9, 1985 BY: FINANCE COMMITTEE, DR. G. WILLIAM CADDELL, CHAIRMAN IN RE: MANAGEMENT AND BUDGET DEPARTMENT - REVISED TRAVEL REGULATIONS TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Mr. Chairman, Ladies and Gentlemen: WHEREAS the Board of Commissioners by Miscellaneous Resolution #7344 adopted travel regulations incorporating travel reimbursement rates; and WHEREAS the Board of Commissioners by Miscellaneous Resolution #85085 modified the travel reimbursement rates effective April 1, 1985; and WHEREAS modification of the Travel Regulation procedures is also desirable to simplify the reimbursement process and reduce paperwork while maintaining adequate financial control. NOW ThEREFORE BE IT RESOLVED that the Board of Commissioners approve the modified Travel Regulation procedures to be effective April 1, 1985. Mr. Chairman, on behalf of the Finance Committee, I move the adoption of the foregoing resolution. FINANCE COMMITTEE OAKLAND COUNTY TRAVEL AND MILEAGE REGULATIONS Prepared By: Management & Budget Department Revised March 1, 1985 GENERAL .REGULATIONS The following Travel Regulations govern all Travel Reimbursement made by the County. 1. The County Executive is responsible for approval, interpretation and enforcement of these Regulations for employees, non-county personnel and the Chairperson of the Board of Commissioners. The Chairperson of the Board of Commissioners is responsible for all elected officials, excluding the Chairperson. 2. Compliance is the responsibility of the individual traveler. The individual traveler's department head shall determine the need for travel, if funds are available and approve such travel. 3. No individual other than the County Executive, Chairperson of the Board of Commissioners or their designees, have the authority to establish special rates, certify any expenses for payment or approve any waivers which do not conform with these Regulations. If a department or individual requests a waiver of these regulations he or she must submit an explanation to the County Executive, Chairman of the Board of Commissioners, or their designee. 4. In the event that a conference (and/or convention) is held in different locations, the traveler will attend the session closest to his/her work station, work schedules permitting. 5. Travel should be made by the most direct or cost effective route. If an employee travels by an indirect route, the extra cost shall be borne by the traveler, under most circumstances. 6. No expenses will be charged to the County by individual travelers. TRAVEL ARRANGEMENTS 1. TRAVEL APPROVAL - A "Request for Travel Approval" Form (MB-1) must be completed and submitted to the Accounting Division ten (10) working days before the trip if any of the following conditions exist: A. Travel expenses are expected to exceed $100.00. B. Airline Travel is involved. C. Out-of-state travel is involved. The MB-1 Form is to show all expected expenses. A copy of the conference program or meeting is to be attached. (1) 2. GROUP TRAVEL - One MB-I Form may be used when a number of employees travel under the following conditions: A. Employees travel at the same time and to the same location. B. Registration and other fees are at the same rate. C. Those employees participating should be listed. Note: Same applies to MB-2 Forms. 3. TRAVEL BY A PUBLIC CARRIER - Upon receipt of an MB-I, the Accounting Division will forward a copy of the document to the Purchasing Division. The Purchasing Division will make all public carrier reservations. The Purchasing Division will explore available travel options and communicate those options to the prospective traveler. Additional lodging or transportation expense incurred in order to take advantage of available travel promotions shall be permissible to the extent there is an overall reduction in travel expense. Once travel arrangements have been finalized, subsequent changes must be approved by the County Executive or designee. 4. TRAVEL BY PRIVATE TRANSPORTATION A. When traveling by a privately owned vehicle, the traveler will be reimbursed at the County established Mileage Rate. B. When two or more people travel by private vehicle together, only one expense is reimburseable for the vehicle. 5. TRAVEL BY COUNTY OWNED VEHICLES Out-of-state use of County owned vehicles must receive the approval of the County Executive or designee. 6. LODGING - Expenses will be allowed at the single occupant rate. Should lodging be shared by more than one County traveler, the reimbursement will reflect a proportionate amount of the bill, based on the number of persons occupying the room. 7. MEALS A. When a traveler is entitled to a full day's meal allowance, the amount expended for any particular meal is left to the discretion of the traveler. Whenever meals are included in registration fees the traveler shall not charge for that particular meal. The cost of alcoholic beverages is not reimbursable. (2) B. The traveler will not be reimbursed for non-county personnel except as required to conduct County business. Reimbursement will be at established rates. 8. MAXIMUM ALLOWANCE - If the travel is by other than public carrier, the maximum allowance will be the established mileage, plus lodging and meals, or the current lowest air fare whichever is the lesser amount. 9. DAYS ALLOWABLE Days allowed will be actual travel time needed and time at destination necessary to carry out the County business. 10. PERSONAL EXPENSES - Flight insurance, alcoholic beverages, cleaning and pressing clothing, and similar personal expenses are not allowable. ACCOUNTING FOR EXPENSES I. TRAVEL EXPENSE VOUCHERS (MB-2) - Within five (5) working days at the end of travel, a final accounting of the actual expenses will be submitted with appropriate documentation on the MB-2 form. Send forms to the Accounting Division. 2. DOCUMENTATION - Expenses not substantiated by required receipts will not be reimbursed unless this requirement is waived where appropriate by the County Executive or his designees, or the Chairman of the Board of Commissioners. Receipts required, but not limited to A. Air travel B. Lodging C. Transportation i.e. taxi, car rental etc., in excess of $20 D. Registration fees E. Guest meals in excess of $25 F. Parking 3. WEEKLY TRAVEL - If a County employee is required to travel 2-5 days a week and if he/she incurs the same expense daily (e.g. lunch), one MB- 2 Form may be submitted for the week. MILEAGE REIMBURSEMENT The County will reimburse individual for use of personal transportation in the conduct of County business. (3) The Individual Car Mileage Report (form MB-3) is to be used to re(luest reimbursement for mileage. The request for reimbursement must be made within five days of the end of the month expenses were incurred. All claims must be signed by the individual and countersigned by their supervisor. It is their responsibility that the request is accurate and complete. For purposes of determining mileage reimbursement, the following shall apply. A. IT IS REQUIRED that County travelers on official business driving personally-owned cars be properly licensed by the State of Michigan and be adequately protected by personal liability and property damage insurance at their own expense. B. WORK STATION must be specified. Generally work station is meant to be normal or regular station of work. C. POINT TO POINT - All mileage must be shown from point to point. Vicinity mileage necessary for the conduct of official business is allowable and must be supported by a listing of the vicinity itinerary. D. FROM - TO - If travel is direct, state the place travel began and to where you traveled (1), if you returned to your original place of beginning, add "and return" (2) - If your travel is to several destinations during your trip, list nearest City, Village or Township and addresses stopped (3) occasionally you may require more than one line for a trip, but one line is recommended. Do not abbreviate. The locations from and to where you traveled must be written out. All reports must be legible. Do not use words such as "vicinity" or "area." E. PARKING CHARGES - Reimbursements for parking charges are allowable, receipts must be attached. F. MILEAGE COMPUTATION - Reimbursement of County mileage will be based on Official Highway Maps. G. CHARGES NOT REIMBURSABLE - Gasoline, lubrication, repairs, antifreeze, towage and other similar expenditures. (4) GENERAL GUIDELINES 1. MEALS Allowances will be based on the following schedule: Breakfast - When travel commences prior to 7:00 a.m, and extends beyond 8:30 a.m. Lunch When travel commences prior to 11:30 a.m. and extends beyond 2:00 p.m. Dinner When travel commences prior to 6:30 p.m. and extends beyond 7:00 p.m. 2. MISCELLANEOUS EXPENSES WHICH ARE REIMBURSABLE - REGISTRATION FEES - For conventions and meetings for individuals attending as official representatives of the county. A program, literature or recripts must be attached showing whether or not meals are included. PARKING FEES - Receipts are required when expenses exceed $3.00. TAXICAB - Receipts are required when expenses exceed $10.00. CAR RENTAL - Allowable only if it is more advantageous for county business. Explanation and receipt required. TELEGRAM - Charges are allowable when necessary for official business when letter will not suffice. Full explanation required, date, place, person telegrammed and nature of business. TELEPHONE - Charges are allowable when necessary for official business and for one call home in case of overnight travel. GRATUITIES A. WAITER - The maximum daily tips for meals allowable will be 15%. B. OTHER GRATUITIES - Other customary gratuities actually paid may be allowed only upon proof of reasonability. TOLL BRIDGES AND ROADS, PLUS FERRY BOATS - Receipts are required. (5) SCHEDULE OF RATES NORMAL TRAVEL (1) Meal and Lodging Lodging $ 50.00 plus Tax Breakfast 4.00 Lunch 6.00 Dinner 10.00 NATIONAL OR STATE CONVENTIONS, CONFERENCE OR SEMINARS (1) Lodging $100.00 plus Tax Breakfast 6.00 Lunch 7.00 Dinner 14.00 MILEAGE RATES (2) .25 per mile MAXIMUM RATES The rates established herein for travel represents the maximum allowable and not the minimum. Revised March 1,1985 (6) #85129 May 9, 1985 this qt.h day of 1985 ALLEN Counity Clerk/Register of Deeds Moved by Caddell supported by Webb the resolution be adopted. AYES: Lanni, McConnell, McDonald, McPherson, Moffitt, Nelson, Olsen, Page, Perinoff, Pernick, Price, Rewold, Skarritt, Webb, Wilcox, Aaron, Caddell, Doyon, Fortino, Gosling, Hassberger, Hobart, R. Kuhn, S. Kuhn. (24) NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lynn D. Allen, Clerk of the County of Oakland and having a seal, do hereby certify that I have compared the annexed copy of Miscellaneous Resolution adopted by the Oakland County Board of Commissioners at their meeting held on May 9, 1985. with the orginial record thereof now remaining in my office, and that it is a true and correct transcript therefrom, and of the whole thereof. In Testimony Whereof, I have hereunto set my hand and affixed the seal of said County at Pontiac, Michigan