HomeMy WebLinkAbout20241511.tiffWELD COUNTY
CODE ORDINANCE 2024-11
lq IN THE MATTER OF REPEALING AND REENACTING, WITH AMENDMENTS,
CHAPTER 2 ADMINISTRATION OF THE WELD COUNTY CODE
BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF
WELD, STATE OF COLORADO:
WHEREAS, the Board of County Commissioners of the County of Weld, State of
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 of County Commissioners, on December 28. 2000, adopted
Weld County Code Ordinance 2000-1, enacting a comprehensive Code for the County of Weld,
including the codification of all previously adopted ordinances of a general and permanent nature
enacted on or before said date of adoption, and
WHEREAS, the Weld County Code is in need of revision and clarification with regard to
procedures, terms, and requirements therein.
NOW, THEREFORE, BE IT ORDAINED by the Board of County Commissioners of the
County of Weld, State of Colorado, that Chapter 2 Administration of the Weld County Code be,
and hereby is, repealed and re-enacted, with amendments, to read as follows.
CHAPTER 2
ADMINISTRATION
ARTICLE XII - Miscellaneous Policies
Amend Sec. 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. and B. — No change.
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
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the same trip.
1. 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, according to the following rules
the following rules apply:
at. Cost of the meal is to be reasonable.
b2. Tipping is reimbursed at no more than twenty (20) percent, unless
it is automatically added for a large group at a higher amount.
c3. Itemized receipts are required (digital image is acceptable). If an
itemized receipt is not turned in, no reimbursement will be allowed.
d4. If meals are provided as part of the conference or built into the
standard hotel room cost, reimbursement will not be allowed.
e5. Copy of the conference or meeting agenda (meeting schedule)
must be included with the reimbursement request.
f6. 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.
g fCost of "snacks" other than a meal will not be allowed.
h8. No reimbursement for alcohol.
19. If receipt is for multiple people, names of those who have items
being paid for must be included on the receipt.
2 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.
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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.gov/portal/content/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.
4. Adjustments to Per Diem Rates
a 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.
b. 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 (M&IE) 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).
Remainder of Section — No change.
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BE IT FURTHER ORDAINED by the Board that the Clerk to the Board be, and hereby is,
directed to arrange for Municode to supplement the Weld County Code with the amendments
contained herein, to coincide with chapters, articles, divisions, sections, and subsections as they
currently exist within said Code, and to resolve any inconsistencies regarding capitalization,
grammar, and numbering or placement of chapters, articles, divisions, sections, and subsections
in said Code
BE IT FURTHER ORDAINED by the Board, if any section, subsection, paragraph,
sentence, clause, or phrase of this Ordinance is for any reason held or decided to be
unconstitutional, such decision shall not affect the validity of the remaining portions hereof The
Board of County Commissioners hereby declares that it would have enacted this Ordinance in
each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective
of the fact that any one or more sections, subsections, paragraphs, sentences, clauses, or
phrases might be declared to be unconstitutional or invalid
The above and foregoing Ordinance Number 2024-11 was, on motion duly made and
seconded, adopted by the following vote on the 10th day of July, A D , 2024
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST
Kevin D Ross, Chair
Weld County Clerk to the Board
Perry L Buck, Pro-Tem
BY
Deputy Clerk to the Board
Mike Freeman
APPROVED AS TO FORM
Scott K James
County Attorney
Lori Same
Date of signature
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First Reading
Publication
June 10, 2024
June 16, 2024, in the Greeley Tribune
Second Reading June 26, 2024
Publication June 30, 2024, in the Greeley Tribune
Final Reading July 10, 2024
Publication July 14, 2024, in the Greeley Tribune
Effective July 19, 2024
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