HomeMy WebLinkAboutStaff Report_County Travel Policy Updates_10.17.23
Summary: The Auditor’s Office has completed an update to the County Travel Policy in coordination
with the Policy Committee and Management Team. The policy has now been endorsed by these groups
and reviewed by the PAO. The next step for formal approval is a resolution from the BOCC adopting the
revised policy. Here is a summary of the significant changes:
• Administrative cleanup to reflect updated county policy format.
• Updated language requiring use of county credit card for booking hotels (exception provided for
emergency situations.)
• Updated language reflecting that travelers may use their own travel membership ID to accrue
points while traveling on official business but may not use points to book their own travel or
allow membership with a specific hotel chain to influence decisions in a way that incurs
additional cost to the county.
• Meal Reimbursement changed to allow for a “daily” meal reimbursement if a traveler is out of
county and away from their office and/or home for more than eight hours in a given day, but
does not choose to stay overnight in a hotel. The daily meal reimbursement reflects the
combined breakfast/lunch reimbursement rates ($31.)
• Dietary restrictions clause added whereby a traveler who cannot consume a meal at a
conference, due to a bonified dietary restriction may be reimbursed for that meal.
• Vehicle/Mileage updates:
o Official travel in personal vehicle within the county will not be reimbursed (exception if
department/motorpool vehicle is unavailable.)
o Official travel in a personal vehicle outside of county is authorized and the traveler will
be reimbursed at the actual IRS rate for the distance between the courthouse and the
official travel destination.
o Updated language to reflect use of Google Maps and other generally accepted mileage
apps as official sources for reimbursement.
• Reimbursement of Training: EO/DH discretion when requiring employees to complete the
training reimbursement agreement form.
Resolution also reflects language that sets mileage reimbursement at the IRS rate unless amended by
the BOCC. This would enable the Auditors Office to adjust the reimbursement rate (in alignment with
IRS changes) without returning to the BOCC for an updated resolution each year.
Recommendation: BOCC adopts updated Travel Policy via Resolution.
Topic:
Request Approval of Updated
County Travel Policy
Meeting:
BOCC October 17th, 2023
Proposal by:
Bryan Elliott, County Auditor on behalf
of Kittitas County Veterans Coalition