Exhibit A_Kittitas County Travel Policy_10.17.23

Home Browse Search

Kittitas County Travel & Expense Policy 5. PROCEDURES Meals, Coffee, and Refreshments Purchases: Vouchers for authorized meal, coffee, and refreshments purchases may be submitted to the finance office prior to the meeting/training event if purchased ahead of time, and no later than two weeks after the conclusion of the event, and must include: 1. A receipt for the meal/coffee/refreshments purchase. 2. The number of attendees at the event. This can be accomplished by attaching a registration list or sign-in sheet to the voucher. 3. Applicable signed contracts/agreements related to the meeting/training event. 4. A completed claim for reimbursement form, if the County employee used a personal form of payment to purchase meals and other refreshments, rather than a County credit card. Payment for Meals, Coffee, and Refreshments may be made in one of three ways: 1. Use of the County Credit card 2. The facility/company providing refreshments directly bills to the County; or 3. The County employee/coordinator of the meeting or training session pays for the refreshments and submits a receipt and reimbursement voucher for the actual cost to the finance office. Lodging Reimbursement: Vouchers for lodging reimbursement may be submitted prior to the meeting/training event if paid in advance, and no more than two weeks after the conclusion of the event. The voucher must include: 1. A receipt from the hotel/motel that includes the traveler’s name, the single room rate, any applicable sales and hotel/motel taxes, as well as any hotel parking fees. 2. A copy of the meeting/conference/training agenda for which the travel is required. 3. A completed claim for reimbursement form, if the traveler used a personal form of payment rather than a County credit card. Meal Reimbursement: Vouchers for meal reimbursement must be submitted no later than two weeks after the conclusion of the meeting/training event, and must include: 1. A copy of the meeting/conference/training agenda & registration for which the travel was required. 2. A completed claim for reimbursement form, indicating the destination, departure and return dates of the authorized meeting/conference/training. 3. A written memo from the Department Head or Elected Official attached to the reimbursement form which certifies the meals included with registration that did not conform to their employees’ individual dietary restrictions. The employee will be reimbursed only for the meals that they were unable to consume. Transportation Reimbursement: Vouchers for transportation reimbursement may be submitted prior to the meeting/training event if purchased ahead of time, and no more than two weeks after the conclusion of the event. Vouchers must include: 1. Receipts for all transportation purchases (airfare, rental car purchase and subsequent gasoline purchases, bus pass, overnight parking, etc.). 2. A copy of the meeting/conference/training agenda & registration for which the travel was required.