Hi Emily, While Erie County policy (copied below) only specifies "reasonable amount" as a guideline for reimbursement, it may be helpful otherwise. Let me know if you have any questions. Enjoy your week, and Happy Thanksgiving. Nancy Nancy A. Ostrander, MLIS, CLRP, SPHR, SHRM-SCP Director, Human Resources Board of Erie County Commissioners 2900 Columbus Ave., Sandusky, OH 44870 Ph: (419) 627-7662 Fax: (419) 627-7599 Erie County Department of Human Resources * Personnel Administration * Risk Management * Workers' Compensation * Benefits Administration * Wellness * CONFIDENTIALITY NOTICE: The information transmitted (including any attachments) is intended only for the person or entity to which it is addressed and may contain confidential and/or Protected Health Information (PHI) which is personal information about an individual's health care. Any unauthorized review, use, disclosure, distribution or transmission of the PHI without the individual's consent is strictly prohibited and may subject you to penalties under federal and state law. If you are not the intended recipient, please immediately contact the sender by reply e-mail and destroy this message and all attachments. PROFESSIONAL DEVELOPMENT Several agencies in the County have scheduled meetings of staff persons to provide a continuity of operation and function of the agency; and, employees are compensated for these required meetings. Employees may be requested to attend various seminars for the benefit of the County. The fees and expenses are paid by the County upon approval of the Board of Commissioners. 1. Tuition Reimbursement: The Board may authorize the payment up to 100% of the employee's tuition for courses required by the Federal and/or State government in order to maintain current employment in an employee's current classification with the County. Prior to reimbursement, the employee must provide proper documentation that the course was satisfactorily completed and a passing grade - C or better - was received. Text books, travel, and other incidental expenses are the obligation of the employee and will not be reimbursed by the County. Eligible courses must be taken on the employee's own time and at accredited educational institutions that have programs which are job related. Only full time employees who have successfully passed their probationary period and have an excellent work history are eligible. Foremost, the course must be proven to be job related and in the best interest of Erie County. 2. Other Staff Development Programs/Courses: The Board shall determine on an individual basis, and upon proper application, the request to reimburse other job-related programs and courses. 3. Other Continuing Education: Any other continuing education by an employee will be the choice and responsibility of the employee. OUT-OF-COUNTY TRAVEL/EXPENSE REQUEST AND REIMBURSEMENT POLICY The following policy applies to all Erie County employees, pursuant to Section 325.20 of the Ohio Revised Code, for seminar reimbursement from PUBLIC money for out-of-county traveling and personal expenses actually and necessarily incurred by the employee in the performance of PUBLIC business or duty. The standard TRAVEL/EXPENSE REQUEST AND REIMBURSEMENT FORM (Exhibit 20) must be utilized. Intra-county mileage is not reimbursed except by approval of the appointing authority. Intra-county mileage is not addressed in this policy. I. REQUEST REIMBURSEMENT FOR BUSINESS/DUTY-RELATED TRAVEL EXPENSES: The Travel/Expense Request Reimbursement Form is to be pre-approved and submitted by the proper County elected or appointed official to the County Commissioners' Office prior to the meeting/seminar date for Commission action with a copy of the meeting/seminar notice attached. This form must be fully completed detailing names, purpose, dates, appropriation account number, total estimated costs, etc. If no meeting notice is available, a signed affidavit must be attached (Exhibit 21). The appointing authority, or their designee, that submits the Travel Request form is certifying that the dollars have been appropriated and are available to cover this travel request. No official, appointing authority, or employee is to exceed the amount appropriated in their travel line item account. Due to current and anticipated future fiscal constraints, it is in the county taxpayers' best interests to make a concerted effort to reduce these costs. Elected and appointed officials should be evaluating and determining the relative value of these expenses to the real need of their respective operations. It is highly encouraged that multiple persons do not attend the same event. As long as the event content is the same, the approach should be for one individual to gain the knowledge and pass that along to their co-workers and/or subordinates. II. AUTHORIZATION: The County Commissioners and the County Administrator will approve or disapprove the travel request after carefully considering the adherence to the parameters of this policy and the merits or purpose of the meeting/seminar. A. Upon the County Commissioners' approval of the request form, the original approval shall be returned to originator, with a copy sent to the County Auditor. Disapprovals will be returned to the originator. B. When, for reasons of time, prior approval cannot be granted for important or required meetings, which comply with these policies, the County Commissioners authorize the County Administrator to grant special verbal approval. Written follow-up shall be required, i.e., the Travel Expense Request and Reimbursement Form. C. Any overage to the estimated and approved expense must be resubmitted on a new request form and authorized by proper action of the County Commissioners. III. REIMBURSEMENT OF EMPLOYEE EXPENSES: Request for reimbursement shall be made by the employee, to the appointing authority or proper official, within 60 days of expense occurrence by completing the expense voucher portion of the form, along with receipts for same. The appointing authority, at their discretion, may not approve the reimbursement for expenses after the 60-day filing period. The appointing authority forwards the form to the County Auditor for payment. 1. Before reimbursement may be made, evidence must be presented that expenditure was actually incurred. Such evidence would be actual mileage, official receipts or, in case of lost or misplaced receipts, a signed affidavit (See affidavit attached). 2. Personal credit cards may be used with reimbursement to be made directly to employee. A. Mileage: As determined necessary by the appointing authority, mileage may be reimbursed for out-of-county travel. 1. The use of county-owned departmental vehicles is preferred. The Board of Commissioners have pool cars available. Please contact the Switchboard Operator to reserve one, and making the use arrangements. Reservations will be on a first-come first-serve basis, but will be prioritized by distance. These can be taken home the night before the event if practical purposes dictate. If so, please inform the Switchboard Operator upon making the reservation; along with the date and time the vehicle will be returned to the parking lot. Please be considerate of the next driver, and fuel the vehicle upon return. County vehicles must be only used for official business, pursuant to 307.43 ORC. 2. Mileage reimbursement for a personal vehicle is only allowed if there are no departmental or pool vehicles available on the event date(s). There is no reimbursement for mileage if the choice is made to use a personal vehicle when a county vehicle is available. Reimbursement rate for the use of a personal vehicle will be at the mileage rate established by Resolution of the County Commissioners for actual miles driven in their private vehicle less commute. Employees and officials are required to maintain a valid driver's license, carry and be able to demonstrate current coverage of liability insurance on the vehicle used by them to carry out their duties. Employees and officials are responsible for paying their own liability insurance. 3. Although it is highly discouraged, but if it is necessary that multiple employees are attending the same event, car-pooling is required; unless unusual circumstances make it impractical. B. Meals: As determined necessary by the appointing authority, restaurant meals may be reimbursed for meetings held outside Erie County for overnight travel (unless the meal is included in the seminar fee or an actual working lunch). 1. Reimbursement for breakfast, lunch and dinner shall be at a reasonable amounts. 2. Hotel/Motel room service is not allowable. 3. Per the IRS meal reimbursement, other than for costs associated with overnight travel, meals shall be considered a taxable fringe benefit and included on an employee's W-2. C. Hotel/Motel Accommodation: As determined necessary by the appointing authority. 1. Reimbursement shall be at a reasonable available rate for single occupancy. 2. No prepayment of hotel expenses shall be authorized. D. Registration Fees: As determined necessary by the appointing authority, the seminar/meeting must be business/duty-related. 1. Registration to county or professional associations for conventions, conferences, seminars, and committee meetings may be made upon proper application, i.e., Travel/Expense Request and Reimbursement Form, and approved by the County Commissioners. Clerk shall send copy of approval with original copy of registration form to County Auditor. 2. The TRAVEL/EXPENSE REQUEST AND REIMBURSEMENT FORM for internet based training and seminars done at your location does not have to be completed. However, it must be requested and processed just like any other public expenditure. E. Other Expenses: Travel related expenses such as turnpike or toll fees, parking fees, etc., as determined to be necessary by the appointing authority, may be reimbursed. IV. DISTANCE ALLOWED FOR BUSINESS/DUTY-RELATED TRAVEL: A. Travel within the State of Ohio is allowable under this policy. The County Commissioners encourage employees to attend meetings within the state. B. Elected or appointed County officials and their employees may request out-of-state travel expense reimbursement for conventions and seminars. Along with the usual request form, it must have a written letter attached. The request will be discussed and approved or disapproved by the County Commissioners in an open public Commission meeting with the official or employee making the request. If approved, the following limitations apply: 1. Travel outside the State of Ohio must be within the continental United States; 2. One (1) trip per calendar year; and 3. All business/duty related expenses, except transportation, to a maximum of $1,000 may be reimbursed; unless otherwise approved by the Board. V. NON-REIMBURSEABLE TRAVEL EXPENSES: A. Include, but are not limited to, the following: 1. Tips 2. In-room movies 3. Personal phone calls 4. Alcoholic beverages 5. Voluntary dinner meetings or civic organizations 6. Spouse/family members or guest expenses 7. Fines for traffic violations 8. Intra-county expenses (for purposes of this policy) From: CORSA-broadcast [mailto:corsa-broadcast-bounces@corsa.org] On Behalf Of Emily Marth Sent: Monday, November 20, 2017 1:29 PM To: corsa-broadcast@corsa.org Subject: [CORSA-broadcast] meals reimbursement out of state travel Our "Lodging and Meals" policy needs to be tuned up. Does anyone have a policy allowing for a greater reimbursement rate for meals eaten out of state? I'm guessing it's a bit unusual but our meal allowance is fine for some locales but not DC or New York, etc. I would appreciate any and all input. Thank you kindly. Emily Marth Knox County

Medina County differentiates between in-state and out-of-state travel.  In-state meals are reimbursed at $7 (breakfast), $10 (lunch), and $15 (dinner).  Out-of-state is reimbursed at $10, $15, and $20.  Lodging is adjusted based on conference rates. On 11/20/2017 1:28 PM, Emily Marth wrote:

Our “Lodging and Meals” policy needs to be tuned up.  Does anyone have a policy allowing for a greater reimbursement rate for meals eaten out of state?  I’m guessing it’s a bit unusual but our meal allowance is fine for some locales but not DC or New York, etc.

I would appreciate any and all input.

Thank you kindly.

Emily Marth

Knox County

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