18.1 Allowable Expenses and Reimbursement Rates.
18.1.1 A Douglas County Mileage and Expense
Claim form must be completed and required supporting receipts attached to
qualify for expense reimbursement under this article.
18.1.2 Any employee of
Douglas County authorized to travel by private automobile will be reimbursed at
the current rate established by the Internal Revenue Code and IRS regulations
for income tax deductions.
18.1.3 Reimbursement will
be made for actual miles traveled on official business only.
18.1.4 All bridge, road
and ferry tolls and other expenses such as parking and storage fees will be
reimbursed at cost and must be itemized on the mileage/expense claim form.
18.1.5 Claims for
maintenance and repair for private automobiles will not be allowed.
18.1.6 Expenses incurred
for transportation on common carrier will be reimbursed at actual cost.
18.1.7 Pursuant to Rule
18.4.1, all out-of-state travel must be approved in advance by the Board of
Commissioners (or other elected officials where appropriate).
18.2.1 Per Diem Rates.
Subject to the
qualifications set forth in Rule 18.2.2, meals will be reimbursed based on the
following per diem rates. Receipts are not required, however, employees will be
reimbursed only when a meal is actually eaten. Claims for per diem rates must
be submitted by the employee consuming the meal. Reimbursement for meals
greater than the per diem rate may be made if supported by receipts and approved
by the department head.
b) Lunch----------------$ 8.00
18.2.2 Meals generally.
22.214.171.124 Normally breakfast
on the day of departure and dinner on the day of return are not reimbursable,
however, such meals are reimbursable if the employee leaves home in the morning
substantially before their normal breakfast time or returns home substantially
after their normal dinner time.
126.96.36.199 Employees cannot
pay for meals consumed by others and receive reimbursement, unless on official
business. Claims for meals other than provided by per diem must include a
receipt with a statement of purpose of the meal and a list of the people at the
188.8.131.52 When a conference
fee covers a meal the per diem for that meal cannot be claimed as a reimbursable
reimbursement for lodging will be paid if accompanied by receipt for such
18.3.2 Employees are
expected to request utility or commercial rate for lodging.
18.3.3 When an employee
is accompanied by a spouse, the employee will be expected to establish the
single rate for the accommodation. Only the single rate will be reimbursable.
Advances. An "Advance Expense Request" form must be submitted before an
advance is issued (advances will not be issued in any other manner). To lessen
the administrative burden in processing advances, they will be issued only when
overnight is involved.
18.4.1 All out-of-state
travel must be approved in advance by the Board of Commissioners (or other
elected officials where appropriate).
18.4.2 The completed form
should be turned in to the Department of Management and Finance two weeks prior
18.4.3 Checks will be
issued for the advance the Friday preceding the scheduled date(s) of the event(s)
indicated on the request. (Advances will be charged to an Employee Travel
Advance line item until a mileage and expense claim is submitted.)
18.4.4 The advance will
be based on anticipated expenses, including lodging and meals.
18.4.5 It will be the
responsibility of the employee to supply required receipts and a completed
mileage and expense claim form to the Department of Management and Finance,
Accounts Payable Section, no later than three working days following return to
work. Non-compliance may result in the employee being liable for the return of
the entire advance.
Mileage and expense claims
will be accepted for actual expenses incurred only. If an advance has been
received, the claim must reflect the amount advanced (this will be credited to
the Employee Travel Advances line item), and the amount to be charged to the
expense line items. Advances will not be paid from this form.
18.5.1 In all cases,
employees shall obtain prior approval of their Department Head before incurring
any expense under this provision.
When an employee elects to
use his own camping equipment and furnish their own meals in lieu of using motel
or hotel accommodations, they will be reimbursed for reasonable campsite
accommodations if accompanied by receipt for camper and camp site use and $34.00
per day for food on the following schedule.
b) Lunch---------------- $ 8.00
18.5.2 County vehicles
shall not be used to carry passengers other than those authorized persons on
County business, except in emergencies.
18.5.3 County vehicles
shall not be used for personal business or activities, except that a County car
that has been assigned to an employee may be used for driving to and from work.
18.6 Standards for
Operation of Vehicles by Douglas County Employees.
18.6.1 All persons
operating a motor vehicle on behalf of Douglas County must have a valid driver's
18.6.2 All County
employees operating a county motor vehicle or a privately owned motor vehicle
while on County business must have a valid driver's license.
18.6.3 No County employee
shall relinquish to another individual the operation of a County vehicle unless
an emergency exists, unless such individual is a County employee and authorized
to drive County vehicles.
18.6.4 Consumption of
alcoholic beverages or a controlled substance while operating a motor vehicle,
private or County-owned, while on County business, is prohibited.
18.6.5 Those employees
using prescription medication which limits or affects the employee's ability to
operate a motor vehicle on County business must report the use of the medication
to the supervisor or department head prior to operation of a vehicle. The
supervisor or department head will determine whether the employee can safely
operate a motor vehicle while on County business based upon the written
recommendation of the employee's doctor. Any questions by the supervisor or
department head concerning the safe operation of a vehicle by a County employee
must be referred to Human Resources for review.
18.6.6 It will be
responsibility of the driver to see that all occupants wear seatbelts if the
vehicle is so equipped.
County Driver Policy.
18.7.1 Prior to any
employee or volunteer driving a vehicle on County business, they must read and
acknowledge they understand the Douglas County Driving Policy, which is
available in the Policy and Procedure Manual in each department and Human
Resources. It is the responsibility of the Department Head to assure this has
been done and documentation exists in the employee/volunteer's file.