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HomeMy WebLinkAbout63-008RESOLUTION REGARDING TRAVEL_AND EXPENSES`POLICY FOR COUNTY OFFICERS AND EMPLOYEES WHEREAS, it is desirable that the policy of the Board of Supervisors of the County of Butte in relation to travel by county officers and employees on County business be revised; NOW, THEREFORE, BE iT RESOLVED by the Board of Supervisors of the County of Butte, State of California th~t unless otherwise provided by law the policy of said Board concerning travel upon county business by county officers and employees shall be governed by the following rules and regulations: 1. Authority for travel. Department heads may travel an their own authority within the County whenever it is necessary to transact county b~"sines and they may authorize any employee to perform such travel. On travel outside the County where no overnight lodging is required, department heads may travel on their own authority or authorize travel by an employee, The County Administrative Officer is hereby authorized to travel outside of the County and within the state whenever in his discretion such travel is necessary in the interest of the County. Where travel involves overnight lodging, a department head shall send a travel request form to the Administrative Officer. The Administrative Officer shall submit the request with his recommendation to the Board for approval unless the Board has already approved the travel request for a department head because of its inclusion and descrip- tion in the budget document, When a trip has been completed, the department head shall submit a report of the meeting to the Administrative Officer, explaining what t#~t~` place which will benefit the Oounty, Upon receipt of the travel report, the Adjministra- tine Officer shall send a copy of the approved travel request form to the Auditor-Con- troller as authorization for payment of travel expenses. 2. MQth9d_of_ travel. County cars shall be used whenever possible''°~ar-d to'e extent available for travel within the County. Each person who uses a privately owned vehicle on county business shall file an affidavit certifying that there is insurance iri effect in the sum of not less than X10,000,00 for bodily injury to one person, X20,000,00 for bodily injury to two or more persons, and X5,000,00 property damage. Such affidavits shall be on file with the Auditor. For travel outside the County, if the destination is under 400 miles, travel may be performed by guiblic carrier, by ,county car, or by private car if a county ear is not available, If the destination is over 400 miles, travel shall normally be performed by public carrier. Exceptions may occur when schedules make this impractical, where more than one person is traveling to the same destination, or where law enforcement officers and probation officers are transporting persons in custody. Department heads may requisition travel by public carrier to the Purchasing Office. 3. Reimbursement for expenses. Any officer or employee who has received authoriza- tion to use his private ePr on county business shall be paid at the rate of eight cents per mile, unless otherWi~e provided by law, for travel actually performed. (a) Expenses ut e County. Department heads and employees traveling out- side the County on county business shall be allowed actual and necessary expenses for meals and lodging, transportation and incidental expenses such as:_baggage, parking, telephone calls made to transact county business and convention fees, Where a depart- ment head or employee whose`.destination'is over 400 miles wants t, travel in his private car for his personal convenience, the Hoard may provide that reimbursement be based on equivalent air coach fare, Receipts for lodging and any other expenses where a receipt is available shall be attached to the claim for travel reimbursement, Reimbursement of transportation expense shall not include Federal tax. (b) Expensesw~thin nt Any officer or employee who ,attends a breakfast, lunch or dinner meeting within the County where he is a participant in the meeting or where it is importa~-t to the County's benefit -hat he attend may be reimbursed-far°his meal expense, Any officer or employee may be reimbursad for his meal expense and the meal or person `^~ho are expense of another person~~c his guests oncccasiona when an invitation to a meal is important to the interest of the County or when a meal is provided because of services to - 2 - the"Coih~y'`"'''-'7[~2'" such expenses will be charged to the budget of the Board of Supervisors. Nothing in this paragraph shall be construed as authorizing the holding of breakfast, lunch or dinner meetings by department heads. /~. This Resolution shall supersede that Resolution entitled "Resolution in re Travel Policy for C:avnty Officers, and Employees" heretofore adopted on the 5th day of January, 1959. The foregoing Resolution was introduced by Supervisor McKillop , who moved its adaption, seconded by Supervisor Pryde , and said Resolution was passed this 5th day of February , 1963 on roll call by the following note: AYES: Supervisors Alldredge, Giles, McKillop, Pryde and Chairman Steinegger NOES: None ABSENT: None l` ~ Q ~•__ Chairman of the Board of Super County of Butte, State of California ATTEST: JESSIE ROGERS Butte County Clerk and ex-officio Clerk of the Board of Supervisors B ~hrl---a-'4--~1~4 L "~_ t ~C/l Deputy -3-