416 Travel Expense Reimbursement
Original Approval Date: February 21, 1996
Revision Effective: May 20, 2009
Supersedes: #501
Employees shall be reimbursed for the following expenses incurred while traveling on official business of the Tri-County Board.
Upon prior authorization of the Executive Director, employees may attend meetings, conferences and trainings related to the employee's position. The Board will reimburse employees for the necessary and reasonable expenses (as defined herein) incurred to attend such authorized meetings, conferences and trainings. The Board may pre-pay registration fees when such pre-payment is required. Employees will not be reimbursed for unattended meetings, conferences or conventions.
Mileage, Parking and Tolls. Employees shall be reimbursed for actual miles driven in their personal vehicle, on official Board business, at the current rate approved by the Board. Such payment is considered to be total reimbursement for all vehicle-related expenses (e.g., gas, oil, depreciation, insurance, etc.). Mileage reimbursement is payable only once for more than one (1) employee on the same trip, in the same automobile.
Charges incurred for parking at the destination, and any highway tolls, are reimbursable at the actual amount.
No expense reimbursement is paid for travel between home and work.
Meals. Meals will not be reimbursed by the Tri-County Board. Registration fees that may include meals will be reimbursed by the Tri-County Board.
Lodging. The actual cost of a room (single room rate) will be paid by the Board when an employee travels more than fifty (50) miles from the Board office and more than fifty (50) miles from the employee's home on official Board business and such travel requires an overnight stay. Payment arrangements will be made directly with the facility, whenever possible, in order to assure that sales tax is not charged.
Sales Tax Exemption. Employees will submit a sales tax exemption form when applicable, to eliminate the need to pay sales tax when traveling on Board business.
Airfare. Airfare will be arranged in advance and paid directly by the Board so that employees do not earn personal ‘frequent flyer’ miles through Board travel.
Receipts. Receipts for all reimbursable expenses must be kept by employees, signed and submitted with requests for reimbursement.
Disabled Employees. When considering any employee request for job-related travel, the Board will consider the special needs of employees with a permanent disability that substantially affect the employee's ability to drive, see, hear, etc. The Board will not deny job-related travel opportunities to employees with a disability merely because of such disability.
Procedure. At the end of each month if an employee has incurred any reimbursable expenses, the employee shall submit an Expense Report along with all original receipts and any other documentation for reimbursement. The report will be reviewed by the employee’s supervisor and approved by the Executive Director and then submitted to the County Auditor.
An employee who fails to submit expenses in a timely manner will not be reimbursed if the late submission results in Board staff being unable to encumber the obligation properly and appropriate purchase orders have been closed when the Expense Report is submitted.
Board Members. May be reimbursed for actual and necessary expenses incurred in the performance of their official duties per ORC Chap. 340.02. Mileage will be reimbursed at a rate established by the Board. Other reimbursements will follow established Board Policy.
Revision Effective: May 20, 2009
Supersedes: #501
Employees shall be reimbursed for the following expenses incurred while traveling on official business of the Tri-County Board.
Upon prior authorization of the Executive Director, employees may attend meetings, conferences and trainings related to the employee's position. The Board will reimburse employees for the necessary and reasonable expenses (as defined herein) incurred to attend such authorized meetings, conferences and trainings. The Board may pre-pay registration fees when such pre-payment is required. Employees will not be reimbursed for unattended meetings, conferences or conventions.
Mileage, Parking and Tolls. Employees shall be reimbursed for actual miles driven in their personal vehicle, on official Board business, at the current rate approved by the Board. Such payment is considered to be total reimbursement for all vehicle-related expenses (e.g., gas, oil, depreciation, insurance, etc.). Mileage reimbursement is payable only once for more than one (1) employee on the same trip, in the same automobile.
Charges incurred for parking at the destination, and any highway tolls, are reimbursable at the actual amount.
No expense reimbursement is paid for travel between home and work.
Meals. Meals will not be reimbursed by the Tri-County Board. Registration fees that may include meals will be reimbursed by the Tri-County Board.
Lodging. The actual cost of a room (single room rate) will be paid by the Board when an employee travels more than fifty (50) miles from the Board office and more than fifty (50) miles from the employee's home on official Board business and such travel requires an overnight stay. Payment arrangements will be made directly with the facility, whenever possible, in order to assure that sales tax is not charged.
Sales Tax Exemption. Employees will submit a sales tax exemption form when applicable, to eliminate the need to pay sales tax when traveling on Board business.
Airfare. Airfare will be arranged in advance and paid directly by the Board so that employees do not earn personal ‘frequent flyer’ miles through Board travel.
Receipts. Receipts for all reimbursable expenses must be kept by employees, signed and submitted with requests for reimbursement.
Disabled Employees. When considering any employee request for job-related travel, the Board will consider the special needs of employees with a permanent disability that substantially affect the employee's ability to drive, see, hear, etc. The Board will not deny job-related travel opportunities to employees with a disability merely because of such disability.
Procedure. At the end of each month if an employee has incurred any reimbursable expenses, the employee shall submit an Expense Report along with all original receipts and any other documentation for reimbursement. The report will be reviewed by the employee’s supervisor and approved by the Executive Director and then submitted to the County Auditor.
An employee who fails to submit expenses in a timely manner will not be reimbursed if the late submission results in Board staff being unable to encumber the obligation properly and appropriate purchase orders have been closed when the Expense Report is submitted.
Board Members. May be reimbursed for actual and necessary expenses incurred in the performance of their official duties per ORC Chap. 340.02. Mileage will be reimbursed at a rate established by the Board. Other reimbursements will follow established Board Policy.
