HomeMy WebLinkAbout20123502.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 8.100, BUSINESS
OFFICE POLICIES AND PROCEDURES, EXPENSE REPORT AND TRAVEL
REIMBURSEMENT
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with Revisions to Section 8.100, Business Office
Policies and Procedures, Expense Report and Travel Reimbursement,for the Department of Social
Services Operations Manual, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services,that the Revisions to Section 8.100, Business
Office Policies and Procedures, Expense Report and Travel Reimbursement,for the Department of
Social Services Operations Manual, be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 12th day of December, A.D., 2012.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: nitAAL.NA4,14.4-WM'.. ' P
Sean P. Ce ay, Chair
Weld County Clerk to the Boa Z
Wi Zi iam F. Garcia, Pro-Tem
BY: V d �✓
Deputy Clerk t e B f ' bt.O` ;
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APPROVED
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APPROVED AS TO FORM: •- *N
! Cel
W • David E. Ld1Sg
Cjl �,u te
County Attorney
ouglas ademach r
Date of signature: k 3 13
W`. 11c 2012-3502
1" //- 13 HR0083
,861 MEMORANDUM
DATE: December 10, 2012
V�_ eaUNTY TO: Sean P. Conway, Chair, Board of County Commissioners
'� '< ' q ( 4
FROM: Judy A. Griego, Director, Human Services De"part~�m4ent "ry
RE: Revisions to Section 8.100, Social Services Division
Policies and Procedures, Weld County Department of
Social Services Operations Manual
Enclosed for Board approval are revisions to Section 8.100, Social Services Division Policies
and Procedures, Weld County Department of Social Services Operations Manual. These
revisions were reviewed under the Board's Pass-Around Memorandum dated November 28,
2012, and approved for placement on the Board's Agenda.
The changes are being made to Section 8.100, Expense Report and Travel Reimbursement
as a cost containment Effort. The changes to this Section include a total re-write of the
Policy. Changes to the Policy include:
1. The requirement of Division Head approval for claims of$300.00 or more.
2. Requiring more detail about the travel destination.
3. The elimination of ExpressToll transponders.
4. The inclusion of Division specific policies.
Section Citation Title of Section
8.100 Expense Report and Travel Reimbursement
(8.100- 8.100.6)
If you have questions, please give me a call at extension 6510.
2012-3502
Business Office Policies and Procedures
8.100 Expense Report and Travel Reimbursement
Revised 01/01/13 This section 8.100, and each of its subsections are written in conformance with,
and as a supplement to, Section 5-5-190 of the Weld County Code. As a general
rule, each of the Division Heads, Managers and Supervisors directly under the
supervision of the Director is delegated approval authority and the responsibility
to monitor compliance with applicable State and County statutes, rules,
regulations, and policies.
Personal expenditures which may be reimbursed may include mileage, training
costs, meals, and other appropriate expenses. All expenses claimed must be for
official business of the County.
Employee Reimbursement represents a significant percentage of the Department's
expenditures each year. The dollars spent are drawn from the same limited
allocations as are staff salaries, building maintenance costs, computer
maintenance costs and other vital resources. Therefore, all requests for
reimbursement should be scrutinized carefully to ensure that reimbursable
activities are:
A. a necessary business activity,
B. approached in the most cost-effective manner possible, and
C. reported accurately and honestly.
8.100.1 Process
County Expense Account Sheets (Form 5315) must be completed, authorized, and
submitted to the Fiscal Office within 90 days of the earliest expense for which
reimbursement is being requested. Form 5315 is to be used by all Divisions of the
Department. Other deadlines may be announced by the Fiscal Office in order to
meet Year-end processing requirements. Such deadlines will be announced to all
staff.
All Employee Expense Account Sheets must indicate the printed name of the
employee to be reimbursed and signed by that employee, must indicate the printed
name of the employee's immediate supervisor and be signed by that supervisor.
If the Expense Account Sheet represents a request for reimbursement which
exceeds $300.00 or if the Expense Account Sheet, when combined with
previously submitted Expense Account Sheets for the same month of travel,
exceeds $300.00 per month, the form must also indicate the printed name of the
employee's Division Head and be signed by that Division Head. By signing the
form, the Supervisor and Division Head are authorizing the appropriateness of the
request for reimbursement and are confirming that all requests for reimbursement
have been scrutinized and found to be in compliance with the State and Federal
statutes and regulations, with the County Code, with this Department Policy, and
with the policies specific to the employee's Division.
Business Office Policies and Procedures
Upon receipt of the reimbursement request, the Fiscal Office will review for
completeness, accuracy, conformity with applicable rules and regulations, and
authorization. Once verified, the request will be processed for reimbursement.
All employee reimbursement is for expenses already incurred. Therefore,
employees are not to submit a reimbursement request for anticipated or advance
expenses.
8.100.2 Parking Fees
Parking fees incurred by Department employees may be reimbursed when the fees
are incurred in the course of Department business. Employees should seek out the
most cost-effective parking arrangement, taking into consideration distance from
ultimate destination, security, and the amount of the parking fee. Reimbursement
may only be requested for the actual amount of the parking fee. Fines for over
parking or illegal parking will not be reimbursed. Any parking episode for
reimbursement of greater than $25.00 must be substantiated by a receipt. All
other requests for parking fees reimbursement must be accompanied by a receipt
or a Verification Form. If you do not have your receipt(s) you will be required to
submit a Verification Form (Exhibit A). This form must be signed by a notary
public. Staff is requested to use the Verification Form sparingly because it is
expected that receipts will be used for most occasions. The Fiscal Office will
question costs that seem excessive.
8.100.3 Completion of Form 5315 - County Expense Account Sheet
Each Section on the form exists for a purpose. Therefore, the form should be
completed as thoroughly as possible. If the following fields are not completed or
do not sufficiently explain the request for reimbursement, the form may be
returned to the employee for further clarification before reimbursement will be
remitted:
Claim For: Time period covered by request. See Section 8.100.1
Date: Date of specific episodes for which reimbursement is requested
Destination: City and address of destination. This information must be
sufficiently detailed as to allow the employee's supervisor to audit
the trip and verify the reasonableness of the number of miles
driven. Simply identifying the city is not sufficient. The name of
a building which is commonly known by the Supervisor may be
sufficient. If the location is not commonly known by the
Supervisor, the specific address of the destination should be
entered. Purpose: Brief, yet understandable, explanation of reason
for travel. If the purpose of the travel is to meet with a client or
clients, indicate the case identifying information of the client(s),
such as the Trails Case Number, Household Number, State ID, or
other non-HIPAA data. If the purpose of the travel is to meet with
Business Office Policies and Procedures
other business colleagues, attach the agenda and/or minutes
associated with that meeting, training, or conference.
Time: Departure and Return times from and to the duty station.
Particularly required for any request of meal or lodging
reimbursement. See Section 8.100.4
No. of Miles: Actual Mileage only is reimbursed in going to and from field
assignments from the Human Services building. If the point of
origin is other than the Human Services building, it needs to be
identified also in the Destination section. Any evidence of
"padding" the mileage to obtain reimbursement for otherwise non-
reimbursable incidental expenditures may result in disciplinary
action up to and including termination and referral to the
appropriate authorities for a criminal investigation. Mileage
between home and Human Services building will not be
reimbursed, even if incidental stops, not adding significantly to
driving distance, were made on Department business. See Section
8.100.6.
Meal Allowance: See Section 8.100.4
Actual Exp. Lodging: Lodging expense incurred and paid for by employee.
Receipts substantiating expenditure must accompany. Generally,
lodging is paid in advance by the Department whenever possible.
Parking: Actual fee incurred. See section 8.100.2
Total Reimbursement: Total Meal Allowance, Lodging and Parking identified in
columns (7)through (11).
Total Number of Miles: Total of Column (6).
X $ per mile: Rate at which mileage indicated on form is to be reimbursed.
NOTE: Mileage at a rate other than the current County
reimbursement rate must be indicated on a separate form. No
mileage should be indicated in the Miscellaneous section.
Miscellaneous: Incidental reimbursement expenditures paid by the employee for
which reimbursement is requested. Receipts must be attached to
the form substantiating payment.
Employee's Name (Typed or Printed): It is imperative that you print your name
here. Many people's signatures are difficult to decipher. If the
name can't be read, you can't be reimbursed.
Signed: Employee's Signature.
Title: As shown on Personnel records.
Date: Actual date signed.
Approved: Signature of employee's immediate supervisor.
Title: Supervisor's title as shown on Personnel records.
Date: Date supervisor signed the form indicating approval.
See examples of blank Form 5315 (Exhibit B) and completed Form 5315 (Exhibit
C) attached.
Business Office Policies and Procedures
8.100.4 Reimbursement of Meal Expenses
Meal expenses necessitated by travel on Department business are reimbursable at
the actual cost of meals, up to the specified per diem rate. Prior supervisor
authorization, as evidenced by a completed Staff Development Request Form, is
required for any travel, accommodation, or meal expenditures in connection with
Staff Development/Staff Training. See attached blank Staff Development Form
(Exhibit D) and completed Staff Development Form (Exhibit E).
A. Meals included in the registration fee paid by the County or State for Staff
Development/Staff Training activities or as part of the transportation fare
are not eligible for reimbursement separately as meal reimbursement.
B. Meal reimbursement requests, whether for multiple-day travel or one-day
travel for workshops, seminars, conferences, or other related training
programs as required or approved by the Department according to the
Weld County Employee Personnel Policy Handbook, Ordinance 118-P,
must be supported by the original itemized receipts for your meals. The
Guest Copy with only the total and tip listed is not acceptable. If you do
not have your receipt(s), you will be required to submit a Verification
Form (Exhibit A). This form must be signed by a notary public. Staff is
requested to use the Verification Form sparingly because it is expected
that receipts will be used for most occasions. The Fiscal Office will
question meal costs that seem excessive, using the per diem rate as its
guide.
C. The customary amount for a tip on a food bill is 15% and, if required by
restaurants due to larger parties, 18%. The Department will only
reimburse up to 15% for gratuities, unless the receipt from the restaurant
indicates on the bill that due to a larger party 18% is required. Any
amount in excess of the guideline should not be included on the Expense
Account Sheet. The Fiscal Office will deduct the excess amount from the
Expense Account Sheet.
D. Meal expenses for a child in the physical custody of a Department
employee may be reimbursed for the actual cost of the meal. This must be
pre-approved by the Child Welfare Administrator or his/her designee
before the expenditure can be made. Receipts for these expenditures are
required. Employees can put this expenditure on Form 5315 County
Expense Account Sheet.
E. Per diem rates are subject to change each year. The current chart can be
accessed at:
http://www.colorado.gov/cs/Satellite/DPA-DCS/PA/120 1542229293
The Department will follow the rates in the Continental US (CONUS) Per
Diem Rate schedule as updated each year. The following table for FFY
2012-13 lists the Standard rate and additional rates for areas designated as
Business Office Policies and Procedures
"High Cost". Specific cities that classify as High Cost areas are listed
below under the appropriate County. The per diem reimbursement rates to
other cities in the United States can be obtained from the Fiscal Office.
Colorado Only: Breakfast Lunch Dinner Total
Standard $7.00 $11.00 $23.00 $41.00
High Cost#1 8.00 12.00 26.00 46.00
High Cost#2 9.00 13.00 29.00 51.00
High Cost#3 10.00 15.00 31.00 56.00
High Cost#4 11.00 16.00 34.00 61.00
High Cost#5 12.00 18.00 36.00 66.00
The following are recognized as High Cost areas in Colorado:
Boulder Co., CO (Boulder)—High Cost#3
Broomfield Co., CO (Broomfield)—High Cost#3
Denver Metro Area (Adams, Arapahoe, Denver, Jefferson Counties)—
High Cost#4
Douglas Co. —High Cost#3
Eagle Co., CO (Vail)—High Cost#5
El Paso Co., CO (Colorado Springs)—High Cost#4
Garfield Co., CO (Glenwood Springs)—High Cost#1
Gunnison Co., CO (Crested Butte, Gunnison)—High Cost#1
La Plata Co., CO (Durango)—High Cost#3
Larimer, Co., CO (Fort Collins, Loveland)—High Cost#2
Mesa Co., CO (Grand Junction)—High Cost#1
Montezuma, Co., CO (Cortez)—High Cost#1
Montrose Co., CO (Montrose)—High Cost#2
Pitkin Co., CO (Aspen, Snowmass)—High Cost#5
Routt Co., CO (Steamboat Springs)—High Cost#2
San Miguel Co., CO (Telluride)—High Cost#5
Summit Co., CO (Keystone, Silverthorne, Breckenridge, Frisco)—High
Cost#2
8.100.5 Reimbursement for Toll Road Usage
The Department will reimburse employees for toll road usage when it is included
as a Department business expense on Form 5315. The reimbursement for toll
road usage will be based on the requirements of 8.100 and 8.100.3. Effective
January 1, 2013, the Department will no longer have transponders for use on
ExpressToll roads. Staff who use the toll road regularly are encouraged to
establish an ExpressToll account, by logging on to www.expresstoll.com, in order
to take advantage of lower rates as compared to license plate-driven charges.
8.100.6 Division-Specific Policies Regarding Auditing of Expense Report and Travel
Reimbursement
Each Division of the Department is required to have an audit plan that will be
Business Office Policies and Procedures
applied monthly and on a random basis to assure conformance to Section 8.100.1
— 5. These audits will be provided to the Director within 15 working days from
the end of the month being audited.
A. Child Welfare: The Manager will compare the destination miles to
MapQuest or Google Maps, and dates on the form to the Trails system to
verify a contact, along with the employee's Outlook calendar, if used, the
duty schedules, and PeopleSoft Time management. Such audit results will
be shared with the Division Head and Department Director. In addition,
each supervisor will be required to randomly audit employee's mileage
forms for accuracy.
B. Child Support: The Manager will review documentation and substantiate
need for all claims that are $100.00 or more.
C. Area Agency on Aging: The Manager will require that the destination
column on the mileage claim form be completed in a manner that clearly
shows where the staff has traveled. This information will be compared to
data in our data system (the Bus), to see if a visit did occur, since all home
visits must be documented.
Employees will group their visits geographically, as much as possible.
The purpose column of the expense claim form should be completed with
enough reasonable information to show why the time out of the office was
necessary. For example, the Ombudsman attended the Resident Counsel
meeting (which is a required visit).
For other staff members who do not do traditional home visits and do not
have a data system that can be as easily audited, it is the supervisors
responsibility to know why a staff member is leaving the office.
D. Employment Services: Managers will review the form, when completed,
to ensure accuracy, comparing reimbursement request forms to their
knowledge of dates when staff was scheduled to attend meetings and
events. Managers are responsible for auditing and ensuring that out of
office expenses are appropriate and necessary. If there is more than one
staff person attending, they are encouraged to car pool to save on
expenses. The Division Head will review all requests for out-of-county
training, based on the unit manager's recommendation, as described on the
Staff Development Authorization. The Department Director has the final
decision on training or out of area training and costs.
E. Assistance Payments: The Manager will review documentation and
substantiate need for all claims that are $100.00 or more.
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