HomeMy WebLinkAbout20111559.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 8.100, 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, 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 are 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, 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 27th day of June, A.D., 2011.
BOARD OF COUNTY COMMISSIONERS
W D COUNTY, COL ADO
ATTEST: 0, C�'� I�. ii c/1/1J
yam`- rbara Kirkmeyer, hair
Weld County Clerk to the gi
XCUSED
/ * r ♦ .ean P. Conway, Pro-Tem
irr
BY
Deputy Clerk to the s.ar:% (% AE XCUSED
Wil F. Garcia
AP D A RM: K
i E. Long
un ttorney e),
Douglas ademache
Date of signature: 7/��Pall
Q,.(1. 056 2011-1559
1 \°i I I HR0082
MEMORANDUM
1861 - 2011 _
DATE: June 23, 2011 _
WELD_e O U N T Y TO: Barbara Kirkmeyer, C. >sioner
FROM Judy A. Griego, Direc I nt
RE: Revisions to Section 8.100, Expense Report and Travel
Reimbursement, Weld County Department of Social
Services Operations Manual
Enclosed for Board approval are Revisions to Section 8.100, Expense Report and Travel
Reimbursement, Weld County Department of Social Services Operations Manual. These Revisions
were reviewed at the Board's June 20, 2011, Work Session.
The Department's major recommendations to be effective June 2011 are:
A. Require that all employee County Expense Account Sheets be completed, authorized, and
submitted to the Fiscal Office within 90 days of the earliest expense which reimbursement is
being requested.
B. The changes to the manual revisions are to reflect Weld County Code that requires actual costs
of meals to be reimbursed verses payment through per diem. Meal expenses necessitated by
travel on Department business are reimbursable at the actual cost of meals, up to the specified
per diem rate.
Section Citation Title of Section
8.100 through 8.100.4 Expense Report and Travel Reimbursement
If you have questions, please give me a call at extension 6510.
2011-1559
8.100 Expense Report and Travel Reimbursement
This section 8.100, and each of its subsections are written in conformance with,
and as a supplement to, Section 5.315 of Volume 5 of the Colorado Department of
Human Services Staff Manual. 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, meal, 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
Revised 6/11/01 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. 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.
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 is requested 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
Revised 12/07
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
Purpose: Brief, yet understandable, explanation of reason for travel
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 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.
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.
Revised 12/07 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.
Revised 12/07 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.
Revised 3/04 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.
Added 8/00 E. Per diem rates are subject to change each year. The current chart can be
Revised 8/03 accessed at:
Revised 7/06 http://www.colorado.gov/cs/Satellite/DPA-DCS/PA/1201542229293
The Department will follow the rates in the Continental US (CONUS) Per
Diem Rate schedule as updated each year. The following table for FEY
2010-11 lists the Standard rate and additional rates for areas designated as
"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#2
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
Hello