HomeMy WebLinkAbout73-138RESOLUTION REGARDING TRAVEL AND EXPENSES FOR COUNTY OEEICES AND EMPLQYEES
WHEREAS, it is desYrabie:•that the policy of the Board of Sugervisors of
the County of Butte in relation ta travel by countq o£ficers and employees on county
business be revised,
NOW, THEREFOR~, BE iT RESOLVED by the Board of Supervisors of the County
of Butte, State of California, that unless otherwise provided by law or agreement,
the policy of said Board concernfng travei upon county business by county o€ficers
and employees sha11 be governed hy the following rules and regulations;
1. Authorztv for travel. Department heads may travel on their own suthorxty
within the County whenever it is necessary to transact county b~siness and they may
authorize any employee to perfiorm such travel. On travel outiside the County where no
overnight lodging is required, department heads may travel on their own suthority or
authorize travel by an employee.
Where travel invoives overnight lodging a department head shall send a travel
request form to the Ad~inistraeive Office far approvai. When a trip has been completed
the degartment head shall submit a report of the meeting to the Administrative Of€icex
explaining what took piace at the meeting which wi~l benefft the county. Upon receipt
of the travel report the Administrative Of£icer shall send a copy of the approved
travel~:request form to the Auditor-Controller as authorization for payment of travel
expenses.
2. Method of travel. County cars shall be used whenever possible and to the
extent available for travel within the County. Hach person who uses a privately owned
vehicle on County business shall file aa affidavit certifying that there is liability
insurance in effect in the sum of not less than $I5,000 for bodily injury to one persan,
$30,Q00 for bodily injury to two or mare persons and $10,000 for property damage. Such
a~£idavits shail be on file with the Auditor.
For travel outs~de the Caunty, if the destination is under 400 miles, travel
may be perfosmed by public earrier, by eounty car, or by private car i£ a counCy car is
not available. If the destination is over 400 miles, travel shall normally be performed
by public carrier. Exceptfons may occur when schedules make ~his impractical, where
more than one person is traveling to the same destination, ar where law enforcement
o€ficers a~d probation off~cers a~e transporting persons in custody, Department heads
may requisition traveZ by public carrier to the Purchasing Of£ice,
3. Reimbursement far expenses, Any officer or employee who has receiaed
authorizaCion to use his private car on county business shall be paid at the rate of
fourteen (14) cents per miie for ehe first 500 miles dtiven each month and twelve (12)
cents per mile thereafter, unless otherwise provided by law or agreement, for travel
actua~ly pex£ormed in the service of the county. DeparCment heads are responsible £or
abuse to the program. Department heads should see to it that the vehic2e used by the
employee is appropriate (no motorcycles ar motorbikes? for use on county business.
(a) Expenses outside county. Department heads and employees Craveling
outside the county on county business shall be ailowed actual and necessary expenses
such as baggage, parking, telephone calls made to transact county busfness and
convention £ees. Where a department head or employee whose destination is over 400
miles wants to travel in his private car €or his personal convenience, the Administrative
Officer may provide that rezmbursement be based on equivalent air coach fare. Receipts
for Lodging and any other expenses where a receipt is available shail be attached to
the claim for travel reimbursement. Reimbursement of transportation expe~se shall
include federal tax.
- (b) Expenses within county. Any officer or employee who attends a breakfast,
lunch or dinner meeting wi~hin the county where he is a participant in the meeting or
where it is important to the county's benefit that he attend mey be reimbursed for his
meal expense. Any officer or employee may be reimbursed for his meai expense and the
meal expense of anpther person or persons who are guests on occasions when an
invitation to a meal is important to the interest o£ the county or when a meal is
provided because of services to the counCy. All such expenses musC be submitted to
the CounCy Administrative Of£icer for review and approval before payment by Auditor-
Co~Crolier. Nothing in this paragraph shal~ be construed as authorizing the holding
of staff breakfase, lunch or flinner meetings by department heads.
-2-
(c) Effective September 1, 1973 a supplemental form entitled "Personal
Car Mileage Chargeable to Butte County" shall acco~pany the regular county claim form.
The supplemental form shall be completed by all of£icers and employees claiming przvate
vehicZe mileage reimbursementA Both the claim and supplemental form will be submiCted
to the appropriate department head for approval and forwarding to the Auditor for
paymenti, Clsim forms not accompanied by the supplemental form will be returned ta
the department head for proper documentatSon prior to payment.,
4, It shall be the policy of the Boxrd of Supervisors to restrict the
attendance of ineetings to one person from a department; however, in the event a
department head desires to deviate fraro this policy and send mare than one person
from his department, such request shali be accompanied by a letter of justification to
the County Administrative Offfcer which will then be submitted to the Board of
Supervisors for determination,
5. This Resolution shall supersede that Resolution entitled "Resolution
No, 72-208 Resolution Regazding Travel and Expenses o£ County 0£ficers and Employees"
heretofore adopted on the 5th day of Decembex, 1972 and Resolution No, 73-18
"Resolution Amending Resolution No. 72-208 Regarding Travel and Expenses for Caunty
Officers and Employees" heretofore adopted on the 16th day af Januazy, 1973.
Passed and adopted by the Butte County Board of Supervisors this 14th
day of August, 1973, bq the following voCe:
AYES: ~j7p~~.VISORS CAMERON, GILMAN, I~AD~ AND CHATRMAN MC KILL03'
NOES: NONE
ABSEN~: SUPER~SOR I`~ADIGAN
f
~
CK ,T, Ii.LOP, Ch irman
tte County Board of Supe ~risors
ATTEST:
CLARK A. NELSON, County Clerk
and ex-o££i.cio Cterk ot the
Board of Supervisors
By ~
D uty
-3-