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Kittitas County Travel & Expense Policy <br />5. Pnoceounrs <br />Meals, Coffee, and Refreshments Purchases: Vouchers for authorized meal, coffee, and refreshments <br />purchases may be submitted to the finance office prior to the meeting/training event if purchased <br />ahead of time, and no later than two weeks after the conclusion of the event, and must include: <br />L. A receipt for the meal/coffee/refreshments purchase. <br />2. The number of attendees at the event. This can be accomplished by attaching a registration list <br />or sign-in sheet to the voucher. <br />3. Applicable signed contracts/agreements related to the meeting/training event, <br />4. A completed claim for reimbursement form, if the County employee used a personal form of <br />payment to purchase meals and other refreshments, rather than a County credit card. <br />Payment for Meals, Coffee, and Refreshments may be made in one of three ways: <br />t. Use of the County Credit card <br />2. The facility/company providing refreshments directly bills to the County; or <br />3. The County employee/coordinator of the meeting or training session pays for the refreshments <br />and submits a receipt and reimbursement voucher for the actual cost to the finance office. <br />Lodging Reimbursement: Vouchers for lodging reimbursement may be submitted prior to the <br />meeting/training event if paid in advance, and no more than two weeks after the conclusion of the <br />event. The voucher must include: <br />1. A receipt from the hotel/motel that includes the traveler's name, the single room rate, any <br />applicable sales and hotel/motel taxes, as well as any hotel parking fees' <br />2. A copy of the meeting/conference/training agenda for which the travel is required. <br />3. A completed claim for reimbursement form, if the traveler used a personal form of payment <br />rather than a County credit card. <br />Meal Reimbursement: Vouchers for meal reimbursement must be submitted no later than two weeks <br />after the conclusion of the meeting/training event, and must include; <br />t. A copv of the meeting/conference/training agenda & registration for which the travel was <br />required. <br />2. A completed claim for reimbursement form, indicating the destination, departure and return <br />da Les u f l"lre au tl rur ized rneeti ng/conference/tra i n i ng. <br />3. A written memo from the Department Head or Elected Official attached to the reimbursement <br />form which certifies the meals included with registration that did not conform to their <br />employees' individual dietary restrictions. The employee will be reimbursed only for the meals <br />that they were unable to consume. <br />Transportation Reimbursement: Vouchers for transportation reimbursement may be submitted prior to <br />the meeting/training event if purchased ahead of time, and no more than two weeks after the <br />conclusion of the event. Vouchers must include: <br />7. Receipts for all transportation purchases (airfare, rental car purchase and subsequent gasoline <br />purchases, bus pass, overnight parking, etc.). <br />2. A copy of the meeting/conference/training agenda & registration for which the travel was <br />required.