HomeMy WebLinkAbout20241513.tiffSec. 2-12-160. Travel, lodging, meals, rental cars.
It is the policy of Weld County to reimburse staff for reasonable and necessary expenses incurred in
connection with approved travel on behalf of Weld County.
Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to
avoid impropriety or the appearance of impropriety. If a circumstance arises that is not specifically covered in this
travel policy, then the most conservative course of action should be taken.
A. Permissible prepaid travel expenses. Before the travel, Weld County may issue prepayments for airfare,
conference registration fees and cash advances. If an employee receives a cash advance they must
complete the personal expense claim to settle up the advance within fourteen -day of their return.
Normal procurement and payment policies will apply.
B. Lodging (commercial). The cost of overnight lodging may be reimbursed to the traveler if the
authorized travel is over forty-five (45) miles from the traveler's home or primary worksite, whichever
is closer to the hotel. Weld County will reimburse lodging expenses at reasonable, single occupancy or
standard business/government room rates. When the hotel or motel is the conference or convention
site, reimbursement will be limited to the conference rate. Reimbursement for lodging is for
commercial lodging only.
C. Meals and incidentals (conference/training). The Weld County Home Rule Charter says that employees
will be reimbursed for actual expenses incurred while on County business. Employees traveling on County business
are eligible for reimbursement for their personal meal expenses. Employees may choose to submit receipts for
their actual meal expenses or they may opt to use the per diem rate; an employee cannot combine both methods
on the same trip.
Actual Expense Reimbursement for Meals and Incidentals
If an employee chooses to get reimbursed for actual expenses, which This includes, but is not limited to, the
cost of meals and incidentals incurred while attending conferences and training, the following rules
apply:
1. Cost of the meal is to be reasonable.
2. Tipping is reimbursed at no more than twenty (20) percent, unless it is automatically added for a
large group at a higher amount.
3. Itemized receipts are required (digital image is acceptable). If an itemized receipt is not turned in,
no reimbursement will be allowed.
4. If meals are provided as part of the conference or built into the standard hotel room cost,
reimbursement will not be allowed.
5 Copy of the conference or meeting agenda (meeting schedule) must be included with the
reimbursement request.
6. Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel
pay per -view movies, in -theater movies, social activities and related incidental costs are not
reimbursable.
7 Cost of "snacks" other than a meal will not be allowed.
8 No reimbursement for alcohol.
2024-1513
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(Supp. No. 86)
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9. If receipt is for multiple people, names of those who have items being paid for must be included
on the receipt.
Per Diem Allowance Reimbursement for Meals and Incidentals
An employee may choose to get reimbursed for meals and incidentals using a Per Diem allowance. Per diem
allowances are reimbursable for in -state overnight travel that is 45 miles or more from the traveler's home or
primary worksite. Per diem allowances are applicable for all out-of-state travel that is 45 miles or more from the
traveler's home or primary worksite.
Weld County's per diem rates are based on the U.S. General Services Administration (GSA) Guidelines, which vary
by city location. In addition to meals these rates include incidental expenses such as laundry, dry cleaning, and
service tips (e.g. housekeeping or porter tips'. Incidental expenses, unless specifically stated in this policy, will not
be reimbursed.
Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is
completed.
Determining Per Diem Rates
Per Diem is calculated using the traveler's time of departure and time of return. The traveler is entitled to one day
per diem for every 24 -hour period and one half -day per diem for any 12 -hour period.
For travel within the contiguous United States :including Alaska, Hawaii), see Domestic Per Diem Rates on the GSA
website (https://www.gsa.goviportalkontent/104877). Find the city (or county if city is not listed' and
corresponding rates. If the county in which you stayed is not listed, use the Basic Rate, noted at the top of the
government page above the city and county listings.
Adjustments to Per Diem Rates
Calculation for Per Diem on the First and Last Day of Travel
Once you have determined the appropriate rate for the city or county visited and entered it in an expense report,
the correct amount for the first and last day of travel, at 75% of the meals rate for the first day based on
government listed rate for the city traveled to, and 75% of meals rate for the last day, based on the government
listed rate for your place of business.
Deductions for Meals Included in Registration Fees and Hotel Charges
When meals are included in conference registration fees or hotel rates, a deduction must be made from the
applicable per diem rate, regardless of whether the employee decides to eat that meal. To determine the
appropriate deduction amount by travel location, select Meals and Incidental Expense Breakdown from the
Domestic Per Diem Rates page of the U.S. General Services Administration web site.
Example:
A Weld County business traveler stayed in a Marriot Hotel in Chicago, Illinois. The cost of breakfast was
included in the hotel rate. At the time of travel, the maximum daily per diem rate for meals and incidental
expenses :M8tIE) for Chicago, Illinois was $79 ($18 breakfast, $20 lunch, $36 dinner, and $5 incidentals;.
Therefore, the traveler would adjust the daily per diem rate to $61 ($79 — $18).
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(Supp. No. 86)
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D Meals (Single day travel) The Weld County Home Rule Charter says that employees will be reimbursed
for actual expenses incurred while on county business This includes, but is not limited to, the cost of
meals and incidentals incurred during single day travel according to the following rules
1 Single day travel may be reimbursed if the employee is conducting county business during the
meal Names of people need to be listed on the receipt
2 Tipping is reimbursed at no more than twenty (20) percent, unless it is automatically added for a
large group -at a higher amount
3 Itemized receipt must be turned in (digital image is acceptable)
4 State on the receipt the business purpose of the meal
5 If training course, provide copy of agenda If meal is provided no reimbursement will be made
E For air travel, the cost of coach/economy airfare, one piece of, luggage and standard seat assignment or
early check -in fee will be reimbursed
F Accounting for savings by early arrival and/or late departure If an officer or employee chooses to
arrive early for a conference or meeting to take advantage of reduced airfare; the officer'or employee
must reconcile the standard economy airfare with the reduced airfare, the additional hotel and meal
expenses; and any other expenses that were incurred because of early arrival This reconciliation is to
be submitted with the expense report If the officer or employee chooses to arrive early or stay at a
location after a conference has ended for personal reasons, the employee will not be reimbursed for
hotel or meals for the time not spent on County business An officer or employee is allowed to depart
the day before the conference or meeting begins and stay one day after the conference ends if the
conference ends late in the day or if airlines don't accommodate travel that day
Created 2024-03-18 14 01 45 [EST]
(Supp No 86)
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