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HomeMy WebLinkAboutResolutions - 1989.11.30 - 17127Miscellaneous Resolution #89326 To: Oakland County Board of Commissioners From: County Commissioner Michael D. McCulloch, District 11 Re: COUNTY TRAVEL POLICY Date: November 30, 1989 Ladies and Gentlemen: WHEREAS, Oakland County has in the past paid for the travel, lodging and meals of county employees and representatives when said persons are on official county business; and WHEREAS, each year the Chairperson of the Board or the County Executive approves county expenses for such travel, lodging and meals, in accordance with "General Travel Regulations" adopted by the Board of Commissioners in 1985, but such regulations do not require advance notice to the Board of Commissioners for travel taken at county expense; and WHEREAS, the amount of county travel expenses has reached such proportions that some sort of accountability and notice to the Board of Commissioners would be desirable. NOW THEREFORE, BE IT RESOLVED that the Oakland County Board of Commissioners reaffirms as county policy the procedure For travel by county employees, representatives, and elected and appointed officials as set forth in the adopted "General Travel Regulations", except that paragraph 1 of "Travel Arrangements" entitled "Travel Approval" shall be amended as follows: 1. TRAVEL APPROVAL - A "Request for Travel Approval" form (MB-1) must be completed and submitted to the Accounting Division, with a duplicate copy submitted forthwith to the Oakland County Board of Commissioners, at least thirty (30) calendar 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 "Request for Travel Approval" form (MB-1) shall be reviewed and approved/disapproved by the Chairperson or the County Executive and must include the following information: (1) The names of the county employees, 1 representatives, elected or appointed of ficials who intend to travel; and (2) The purpose and/or objective of the business trip; and (3) The names and addresses of the persons who will be visited during the business trip; and (4) The nature and amount of expenses expected to be incurred (air fare, car rental, mileage, hotel, per diem meal rate, length of stay, etc.) The MB-1 form is to show all expected expenses. A copy of the conference program or meeting is to be attached. In the event that bona fide circumstances do not permit 30 days' advance notice of such travel, the MB-I form shall be completed and submitted as soon as practicable with a written explanation why the 30 day requirement was not fulfilled. No county employee, representative, elected or appointed of ficial shall accept travel as defined in this paragraph, or reimbursement therefor, from any person, company and/or association which has received or will receive funds directly from Oakland County during the fiscal year in which the travel or reimbursement is made, unless said employee, representative, elected or appointed official submits a "Request for Travel Approval" form (MB-I) as provided herein. The MB-1 form shall identify the person, company and/or association providing such travel or reimbursement. Copies of the MB-1 form shall be provided to members of the public on request as soon as disclosure of the travel information does not pose a security risk to the passenger's person or property. Mr. Chairman, I move the adoption of the foregoing resolution. Mk6hael D. Merulloch C ounty Commissioner District #11 2 OAKLAND COUNTY TRAVEL AND MILEAGE REGULATIONS Prepared By: Management & Budget Department Revised March 1, 1985 '1/4..V The following Travel Regulations govern all Travel Reimbursement made by the County. 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 (ancifor 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 ARRAN GE ME.NT5 I. • 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 SI00.00. B. Airline Travel is involved. C. Out-of-state travel is involved. The MB-I Form is to show all expected expenses. A copy of the conference program or meeting is to be attached. 1. ) 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. 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 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 Le 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 MI3-3) is to be used to request 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 (I), 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 levible. Do not use words such as "vicinity" or "area." E. PARKING CHARGES - Reimbursements for parking charges are allowable, receipts must be attached. 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 I. MEALS Allowances will be based on the following schedule: Breakfast When travel commences prior to 7:00 aim„ 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 receipts 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 let -ter will not suffice. Full explanation required, date, place, person telegramrned 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 r eakfast 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) #89326 November 30, 1989 The Chairperson referred the resolution to the Government and Transportation Committee. There were no objections.