Good morning Michelle, Thank you for sharing Clark County’s Travel and Expense Reimbursement Policy. Have a great day. Jonette Jackson Safety Risk Administrator Lorain County Board of Commissioners Human Resources Department 226 Middle Avenue, 4th Floor Elyria, OH 44035 (440) 329-5227 Phone jjackson@loraincounty.us<mailto:jjackson@loraincounty.us> www.loraincountyohio.gov<http://www.loraincountyohio.gov> www.loraincountyohio.gov/jobs<http://www.loraincountyohio.gov/jobs> From: CORSA-broadcast <corsa-broadcast-bounces@corsa.org> On Behalf Of Noble, Michelle Sent: Thursday, March 21, 2024 4:08 PM To: 'CORSA Broadcast Email' <corsa-broadcast@corsa.org> Subject: Re: [CORSA-broadcast] Policy Request - Operating Personal Vehicle on County Business Hi Jonette, Please see the highlighted section below ☺ If you need anything further, please let me know! Michelle SECTION 5-G: TRAVEL AND EXPENSE REIMBURSEMENT * Pursuant to Sections 305.17 and 325.20 of the Ohio Revised Code, this Travel and Expense Reimbursement Policy is intended to serve as a guide for the proper processing of various travel activities of county employees. Employees who travel on behalf of the County are expected to use good judgment and to make related expenditures in a prudent manner, consistent with both the highest ethical standards and the need to expend public funds in a frugal and economical manner. Abuse of public funds by incurring unreasonable expenses may jeopardize the approval of reimbursement requested and may result in discipline up to and including dismissal from employment. * Authorization All travel for conventions or association meetings, conferences, and training programs involving a cost if in county, a cost or no cost if out of county, or involving overnight travel must be approved by the appropriate Appointing Authority and the Board of Clark County Commis­sioners prior to the travel. Detailed requests should be made in writing to the Clerk to the Board or designee. The probable costs should be broken down by category and particulars such as name and location of event, event fees, including but not limited to registration, parking, mileage, lodging, etc. Failure to provide appropriate data may result in a delay in the approval of the travel request. While every effort should be made to include all expenses in advance for a travel event, any expenses that were not initially requested may be submitted retrospectively within 30 days of the date of the event. Any costs or fees incurred for travel/training expenses that an employee does not attend may be the sole responsibility of the employee. * Mileage * Employees shall be reimbursed for actual miles traveled in the employee’s personal vehicle on official business, at the rate approved by the Board of County Commissioners. This payment shall be considered full compensation for all vehicle‑related expenses, including fuel, oil, and depreciation. When two or more employees are traveling on the same trip and in the same vehicle, a mileage reimbursement allowance will only be paid to the employee driving their personal vehicle. No mileage reimbursement will be paid from travel between the employee’s home and office or work site unless the employee is required by the Appointing Authority to work outside their regularly scheduled working hours, such as on-call duty. Mileage shall be calculated from the employee’s office or employee’s home, whichever is closer to the approved travel destination. Regular mileage reimbursement requests (not related to training) shall be submitted within two calendar months of the date when the expenses were incurred. The County is under no obligation to reimburse any expenses late requests. No prior Board of County Commissioners’ authorization is necessary for mileage only in the regular course of doing business (not training related); however, departmental procedures must be followed. Please see paragraph j) for training related expenses. * Elected Officials may only claim mileage reimbursement or use county vehicles for official business, including meetings or programs in which the official was asked to appear as a representative of their office or otherwise in an official capacity, and not for political or campaign purposes. * Any employee driving or riding in a vehicle on County business, whether the employee’s personal vehicle or a County vehicle, must wear seat belts and shoulder restraints provided. Further, employees driving a motor vehicle on County business should restrict the use of cellular telephones, personal data devices, laptops, or other electronic equipment that may distract the driver. * Employees who travel on County business, whether in their own vehicle or in a County vehicle, must meet the insurability standards established by the County’s insurance carrier or be subject to a ban on all driving on County business in accordance with the insurer’s policy. Where driving is an essential function of the employee’s position, the employee may be subject to appropriate disciplinary action. * Travel Allowances Travel by air, bus, train, or other common carriers shall be undertaken at the lowest rate reasonably available. Air travel must be coach or economy rates, and not business- or first‑class. The Ohio Revised Code does not allow pre-payment of any travel expenses to the employee. Employees should note that many travel agencies, hotels and meeting sponsors will bill the County for expenses. Billing is allowed provided prior approval has been granted. As an alternative to common carriers, private vehicles may be used. * Lodging * Lodging expenses are reimbursable up to the amount approved prior to travel for multi-day events (conferences, meetings, etc.) however, no overnight lodging will be approved if the event is within 60 miles of the residence or office of the employee, appointed official or elected official traveling. If a multi-day event includes documented, essential, legitimate, business purpose meetings ending after 8:00 p.m. overnight stay may be approved, in advance, on a case-by-case basis. Lodging expenses are reimbursable up to the amount approved prior to travel for one night for an all day, one-day event (conference, meeting) if the event is more than 75 miles from the employee’s or official’s residence or office. An overnight stay shall only be allowed based upon the mileage calculated from the employee’s office or employee’s home, whichever is closer the approved travel destination. * Employees are required to request and use a hotel room at the lowest available rate, including the government rate, where available. Employees are expected to use good judgment in obtaining room rates which reflect the proper use of public funds. Many conferences and hotels will bill rooms to the County and such practice is permissible with prior approval. When a non-employee spouse or other guest accompa­nies an employee on business travel, only the stated, single rate will be reimbursed. * Emergency overnight stay - In a situation that would require the necessity to travel through a Level 3 snow emergency area to return from an approved event that would normally not qualify for overnight stay, lodging will be authorized after the event, upon request, on a reimbursement basis only. * Meals * Meals are only reimbursable when overnight lodging is required. Any meal that is included in the cost of the event (conference, training, etc.) is permitted, however if meals are included in the cost of an overnight event, no additional meal allowance will be eligible for reimbursement. The total maximum allowance under normal conditions for three meals per day is the Government Services Administration (GSA) amount for meals and incidental expenses per diem. Meals are only reimbursable during travel times. Prudent use of tax dollars should be a concern for all employees who travel and every effort is to be made to minimize expenses for meals. Receipts are required for all meals. * Meals for employees holding meetings necessary to the performance of their duties when no travel authorization is required may be reimbursable without prior Board of County Commissioners’ approval. The reimbursement for such meals shall not exceed the GSA amount per diem maximum and the request for reimbursement must be accompanied by a statement indicating the County business need for such meeting. These charges should be reported on the form provided by the County for reimbursement. Departmental procedures for approval must be followed. Employees should be aware that reimbursement for meals not involving overnight travel may be considered to be compensation that is taxable income to the employee. * Allowed Expenses * With prior approval, expenses for the following may be billed directly to the County or the employee may request reimbursement. If reimbursement is requested, receipts are required for the following: * Air travel * Bus travel * Train travel * Taxis, airport shuttles, or other ground transportation * Hotel rooms (including telephone charges) * Parking costs greater than twenty five dollars ($25.00) * Conference registration * Banquets * Copies, faxes, internet connection fees used for County business * Other pre-approved expenses related to County business * Receipts are not required for the following: (a) Parking costs of twenty five dollars ($25.00) or less (b) Tolls * Mileage on personal vehicle. However some auditable evidence of miles driven is required to be submitted (odometer readings or internet map documentation). Further, mileage claims showing significant disparity from mileage calculations obtained via Internet mapping sites, or through other recognized sources, such as the American Automobile Association (AAA), may not be paid and may form the basis of disciplinary or other legal action. Employees who falsify mileage claims may be subject to discipline up to and including discharge and possible prosecution for theft. * Non-Allowed Expenses * Alcoholic beverages * Cosmetic needs * Car repairs for personal vehicle * Dry cleaning * Personal telephone calls, except for calls that: * Announce to the employee’s family their safe arrival at the destination; * Pertain to family emergencies (of reasonable frequency and length); or * Report to the employee’s family any uncontrollable changes in travel plans, or delays to the traveler caused by weather or unforeseen circumstances; * Expenses incurred by or for persons who are not county employees * Medical expenses * Meals that do not involve overnight travel or do not involve meetings necessary for conducting County business (see f2) * Any expense not for a valid public purpose (10) Meals claimed that are already included as part of the event package * Tips Employees or officials may be reimbursed for reasonable and customary tips (not to exceed 20%) for meal service or for taxicabs or other similar ground transportation. The receipt should show the tip payment either separately or as part of the overall total amount paid. Tips for other purposes, including but not limited to baggage handlers or hotel bellhops, are not eligible for reimbursement under this policy. * Reimbursement/Payment Amounts * Any request for training reimbursement under this policy must be submitted no later than thirty (30) days after the travel in question, or the receipt of an invoice for expenses for such travel, whichever is later. Any request submitted after such period may not be eligible for reimbursement. * The procedures in this policy are established to assure that public funds are used prudently. At no time shall an employee claim reimbursement or make billing arrangements for more than the actual expenses incurred in the conduct of County business. * Coffee, Refreshments and Other Amenities Prior approval by the Appointing Authority is required for to purchase coffee, refreshments and other amenities for employees and for public meetings as needed for the conduct of public business. Standard procedures for purchasing for requesting reimbursement for such items must be followed. * Elected Officials This travel and expense reimbursement policy and procedures apply to all elected and appointed officials and all employees. * “Frequent Flyer” and Rewards Programs (1) Any and all “frequent flyer” points or other reward programs paid directly by the County or paid with County issued credit cards are the property of the County. Employees or officials shall not use those earned “frequent flyer” points or other reward incentives for personal use. Those “frequent flyer” points or the other reward incentives may be used by the departments that have earned them. (2) However, the employee or official may retain for their personal use the benefits of a reward program in connection with business travel expenses charged on a personal credit card except: i) when the employee or official directs their purchase to take advantage of a reward program and it results in a higher cost to the County or ii) where the employee or official seeks reimbursement greater than what the employee or official is billed by his credit card issuer due to a discount. * Safety The County’s top priority is your safety. While traveling on behalf of the County, please refrain from stopping to assist unknown parties and/or participating in anything that is reasonably suspicious. Updated January 1, 2020, August 30, 2023, December 28, 2023 From: CORSA-broadcast <corsa-broadcast-bounces@corsa.org<mailto:corsa-broadcast-bounces@corsa.org>> On Behalf Of Jonette Jackson Sent: Wednesday, March 20, 2024 8:11 AM To: Corsa-Broadcast@Corsa. Org (corsa-broadcast@corsa.org<mailto:corsa-broadcast@corsa.org>) <corsa-broadcast@corsa.org<mailto:corsa-broadcast@corsa.org>> Subject: [CORSA-broadcast] Policy Request - Operating Personal Vehicle on County Business Good morning, Please share your policy if you have one and can do so on operating a personal vehicle on county business. Thank you, Jonette Jackson Safety Risk Administrator Lorain County Board of Commissioners Human Resources Department 226 Middle Avenue, 4th Floor Elyria, OH 44035 (440) 329-5227 Phone jjackson@loraincounty.us<mailto:jjackson@loraincounty.us> www.loraincountyohio.gov<http://www.loraincountyohio.gov> www.loraincountyohio.gov/jobs<http://www.loraincountyohio.gov/jobs>