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HomeMy WebLinkAboutResolutions - 1992.12.10 - 19734MISCELLANEOUS RESOLUTION #92272 BY: FINANCE COMMITTEE, DR. G. WILLIAM CADDELL, CHAIRPERSON IN RE: MANAGEMENT AND BUDGET DEPARTMENT - REVISED TRAVEL REGULATIONS TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Mr. Chairperson, Ladies and Gentlemen: WHEREAS the Board of Commissioners, by Miscellaneous Resolu- tion #85129 modified the travel regulation procedures effective April 1, 1985; and WHEREAS modification of the Travel Regulation procedures is also desirable to clarify the reimbursement process while maintain- ing adequate financial control; and WHEREAS the modifications will become effective January 1, 1993; and NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approve the modified Travel Regulation procedures to be effective January 1, 1993. Mr. Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution. FINANCE COMMITTEE m&b\travel.mr Committee Vote: Motion carried on a roll call vote with Ferrens voting No and Price absent. TRAVEL ARP,ANENIENTS I. TRAVEL APPROVAL - A "Request for Travel Approval' Form (MB-I) must be completed and submitted to the Accounting Division a minimum fifteen (15) working days before the trip if any of the following conditions exist: A. Airline Travel is involved. B. Pre-registration is required. C. Cash Advance is requested - advance will not be paid unless traveler's out-of-pocket expenses are reasonably expected to exceed $100.00 and no other advances are outstanding. D. The fifteen (15) working day rule will be waived for prisoner transport or extradition. The MB-I Form is to show all expected expenses. A copy of the conference program or meetirg is to be attached. 2. GROUP TRAVEL A. Group registration for attendance at a conference, convention or similar event is not permitted. Each individual who is scheduled to travel and to register at the event must personally submit his/her own MB-I Form. B. A single request for payment reimbursement using an MB-2 Form for a group attending a similar event on the same day and at the same place (e.g., attendance at a Chamber of Commerce dinner meeting) may be requested by the individual responsible for arranging the event. A list of all County attendees must be attached. 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 authorize all public carrier reservations. The traveler will explore available travel options at lowest cost to County and communicate those options to the Purchasing Division. 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. 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. C. If travel is by other than public carrier, reimbursement will be allowed for the established mileage, lodging and meals. The maximum amount allowable for travel by private transportation can be equal to, but cannot exceed, a current airline lowest available rate quote. (2) 5. TRAVEL BY COUNTY-OWNEQ VEH. ICLES Out-of-state use of County owned vehicles must receive the approval of the County Executive or Chairperson of the Board of Commissioners. 6. LODGING - The traveler is expected to exercise prudent judgment when arranging lodging and is o obtain the lowest single occupant rate. Substantiation of that rate may be required. Expenses will be allowed at the lowest available 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. The traveler will not be reimbursed for non- County personnel except as required to conduct County business. 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. The total for the day will not exceed the scheduled daily rate. If the expense for a specific meal does not occur, the reimbursement for that meal should not be requested. Whenever meals are included in registration fees, the traveler shall not charge for that particular meal. The cost of alcoholic beverages is not reimbursable. B. Guest Meals - Reimbursement will be allowed for non-County _ persons if required in the conduct of County business. - Substantiation is required with reimbursement at the established County rate. 8. DAYS ALLOWABLE - Days allowed will be actual travel time needed and time at destination necessary to carry out the County business using the most direct route ard most efficient mode of travel. 9. ' PERSONAL EXPENSES - Flight insurance, alcoholic beverages, cleaning and pressing clothing, and similar personal expenses are not reimburseable. ACCOUNTING FOR EXPENSES 1. 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. Submit forms to the Accounting Division following departmental/divisional approval. 2. DOCUMENTATION - Expenses not substantiated by required receipts will not be reimbursed. The following are the basic required receipts: A. Air travel and other public carriers. B. Lodging. (3) C. Transportation, i.e., taxi,'car rental, etc. (See No. 4 below) D. Registration fees. (See No. 4 below) E. Guest meals including name(s) of guest(s) and specific reasons why required. F. Parking. (See No. 4 below) 3. 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. 4. 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 for any one stop. TAXICAB - Receipts are required when individual trips exceed $10.00. VEHICLE (CAR) RENTAL - Allowable only if it is more advantageous for County business. Explanation and receipt are required as is prior approval of the department director. Additional insurance and/or collision damage waivers will not be reimbursed since it is required that employees on County business be insured by automobile liability insurance, as required by State law, at their own expense. FAX AND TELEGRAMS - Charges are allowable when necessary for official business when letter will not suffice. Explanation requires date, place, person sent to, 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 will be allowed if reasonable and customary. (e.g., porters) (4) TOLL BRIDGES AND ROADS, PLUS FERRY BOATS - Receipts are required. SCHEDULE OF RATES Normal travel, including National or State Conventions, Conferences, or Seminars: LODGING Lowest Single Rate Plus Tax MEALS Breakfast $ 5.00 Lunch 7.00 Dinner 14.00 TOTAL $ 26.00 MEMO: The maximum total for the day reflects current I.R.S. guidelines for a daily rate and may be adjusted on an annual basis. Department/Division will be notified in writing of any changes. MILEAGE RATES Mileage reimbursement rates will be established by the Board of Commissioners. Department/Division will be notified in writing of any changes as approved by the Board. MAXIMUM RATES The rates established herein for travel represents the maximum allowable and not the minimum. OVERALL POLICY Travelers may only request reimbursement for actual out-of-pocket expenses, net of payments received from others, subject to maximum rates as contained in this procedure. (5) MILEAGE REIMBURSEMENT The County will reimburse individual for use of personal transportation in the conduct of County business. The Individual Car Mileage Report (form MB-3) is to be used to request reimbursement for mileage. The request for reimbursement must be made within the month of incurrence or within five (5) working days at the end of the month. All claims must be signed by the individual and approved by their supervisor and division head. It is the supervisor and department/division head's responsibility to ensure 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 vehicles be properly licensed by the State of Michigan and be insured by automobile liability insurance, as required by the State of Michigan, 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 traveled: if returned to original place of beginning, add "and return": if travel is to several destinations during trip, list nearest City, Village or Township and addresses stopped: occasionally more than one line for a trip may be required, but one line is recommended. Do not abbreviate. The locations from and to where traveled must be written out. All reports must be legible. E. PARKING CHARGES - Reimbursements for parking charges are allowable, receipts must be attached for any one stop that exceeds $3.00. F. MILEAGE COMPUTATION - Reimbursement of County mileage will be based on official highway maps. It is the department/division's responsibility to attest to the reasonability of the mileage and to the mathematical accuracy of the computation. CHARGES NOT REIMBURSABLE - No individual expenses such as gasoline, lubrication, repairs, antifreeze, towage and other similar expenditures. G. (6) In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 10th day Ft) D . Allen, County C Lynn, Resolution # 92272 December 10, 1992 Moved by Caddell supported by Obrecht the resolution be adopted. AYES: Obrecht, Palmer, Pappageorge, Schmid, Serra. Skarritt. Wolf, Aaron, Bishop, Caddell, Crake, Gosling, Huntoon, Jensen, Johnson, McConnell, McCulloch, McPherson, Millard. Moffitt. (20) 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, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on December,10. 1992 with the original record thereof now remaining in my office.