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HomeMy WebLinkAbout04.b. Biennial review of BP 008 - Travel Expense Reimbursement Policy 4. b. Central contra Costa Number: BP 008 Sanitary District Related Admin. Procedure AP 008 Authority: Board of Directors Effective: December 20, 2012 =- Revised: December 4, 2014 Reviewed: www.centralsan.org Initiating Dept./Div.: Administration BOARD POLICY TRAVEL EXPENSE REIMBURSEMENT POLICY 1. All District travel including but not limited to attend conferences, training, seminars, meetings, and while conducting other official District Business must be approved in advance via a Travel Approval and Estimate Form, with the exception of urgent or emergency travel benefiting the District. District travel is authorized by Board majority through budget approval, report, or position paper. Arrangements must be made in compliance with the Travel and Expense Reimbursement Purpose and Procedures. Staff traveling on District business must complete and have a Travel Approval and Estimate Form signed by their supervisor and the Division Manager approving the type of travel, detail, and any special requests before any travel arrangements are made. 2. Board Members' attendance at conferences will be approved by the Board in advance for the calendar year on a Board agenda. 3. Board Members and the General Manager are authorized to travel without prior approval for compelling reasons, provided reasonable effort has been made to obtain prior approval. Review of such travel will be consistent with the approval process identified in item 6 of this policy. 4. Travelers are responsible for the timely preparation and submission to Finance of their Travel Expense Reimbursement Reports. 5. While traveling on District business, it is the responsibility of elected officials, appointed officials, and employees to use sound judgment to ensure reasonable expenditure of District funds. Board Members whose expenses do not fall within this policy may be submitted to the Board of Directors for approval, in a public meeting, before the expense is incurred. Number: BP 008 TRAVEL EXPENSE REIMBURSEMENT POLICY Page 2 of 2 6. The General Manager, or their designee, shall approve travel reimbursement documents for the Board and the Secretary of the District; and the Board President or President Pro-Tem shall approve travel reimbursement documents for the General Manager. The General Manager or their designee shall approve all travel approval/reimbursement documents for his/her direct reports, and in certain instances, other staff. Staff travel reimbursements will be approved by immediate supervisors and Division Managers with signature authority. 7. Per Diem is an allowance paid to a traveler for meals and incidental expenses incurred when traveling. This allowance is in lieu of paying their actual travel expenses and is based on the IRS approved rate for the area where they travel. Staff will follow per them procedures while Board Members will be reimbursed up to the Per Diem rate, with receipts, for the city where their travel occurs. 8. Board expenses not related to this policy; refer to resolution adopted by the Board on setting forth procedures for appointment to and establishment of Board committees and meeting compensation and expense reimbursement for Board Members. In addition, AB 1234 requires Board members to provide a report, written or verbal, to the Board in open session on the event, conference, seminar or training attended, to be agendized within 30 days of the event, and this will also be adhered to.