1. Authorized Member/Traveler - Employees, including volunteers and consultants working on behalf of the Okaloosa County Sheriff s Office.

Transcription

1 Okaloosa County Sheriff s Office General Order: Subject: Travel Regulations Revised: 11/17/2014 This general order consists of the following sections: A. Purpose B. Policy C. Definitions D. Procedures A. Purpose The purpose of this general order is to establish a uniform method of reimbursing Okaloosa County Sheriff s Office members who are authorized and approved to incur travel expenditures in connection with official agency business. Florida Statutes allow county constitutional officers to exceed the maximum travel reimbursement rates through the establishment of written policy. B. Policy It shall be the policy of the Okaloosa County Sheriff s Office to reimburse members, in accordance with agency procedures, who have incurred travel expenditures in connection with official agency business. All travel will conform to Florida State Statute (FSS) C. Definitions 1. Authorized Member/Traveler - Employees, including volunteers and consultants working on behalf of the Okaloosa County Sheriff s Office. 2. Official Headquarters - For all travel on behalf of the Sheriff's Office, the official headquarters for the employee shall be the facility out of which the individual is normally assigned as a work location. 3. Travel Expenses - The usual ordinary and incidental expenditures incurred by a traveler. 4. Travel Day - A period of twenty-four (24) hours consisting of four (4) quarters of six (6) hours each. 5. Class A Travel - Continuous travel of twenty-four (24) hours or more away from official headquarters. 6. Class B Travel - Continuous travel of less than twenty-four (24) hours which involves overnight absence from official headquarters. 7. Class C Travel - Travel for short or day trips where the traveler is not away from official headquarters over night. A traveler shall not be reimbursed on a per diem basis for class C travel, but is eentitled to subsistence allowance for meals. 8. Meals and Incidental Expense Rate (M&IE) - The Federal Meal and Incidental Expense Rate (M&IE) authorized under the Federal Travel Regulation in Title 41, Chapter 301 (Travel Allowances) for travel within the continental United States. This rate covers meals and out of pocket expenses such as meal tips. When combined with the Federal Lodging rate, the two combined rates constitute the Federal Per Diem Rate. 9. Subsistence Allowance - An allowance whereby travelers are reimbursed for meals and lodging while on official Class C travel outside of Okaloosa County. 10. Travel Period - The period of time between the time of departure and the time of return. Page 1 of 7

2 D. Procedures 1. Travel Request a. A Training / Travel Request form shall be used by all members when requesting approval for Class A and B travel. The approved form shall include the name of the traveler, purpose of travel and period of travel to include anticipated departure and return times. A copy of the program or agenda of the convention, conference or training, etc., and the itemization of registration fees and any meals or lodging included in the registration fee shall be attached to the approved form. b. The Training / Travel Request form, shall be signed by the traveler and the traveler's supervisor. The completed form shall be submitted to the Sheriff's Administrative Secretary for non-training travel and to the Training Section for training related travel prior to the commencement of travel. In order to make necessary arrangements, the forms should be submitted no less than 14 days prior to the travel date; leaving adequate time to submit any registration fees, etc. I. All items on the form must be completed. Incomplete forms will be returned to the submitter. II. Requests for training must be accompanied by a CJSTC Form 24, Request for Program Approval Local Dollar Expenditure. c. The Sheriff's Administrative Secretary or Training Section, as applicable, will complete a purchase order, based on the request provided, for approval before expenditures are made for travel. 2. Meal and Incidental Expense Rates (Class A/B Travel Only) a. All employees on Class A or B travel shall be allowed the Federal Meal and Incidental Expense Rates (M&IE) listed on the Federal Per Diem Tables. M&IE rates are established by the IRS and can be found at the following website: utilizing the Per Diem Rates look-up application. b. Generally, there are six different rates applicable to locations listed throughout the United States. Employees should search the website and locate the state in which they are scheduled to attend training. After finding the state, the employee should then search for the city in which the training will be occurring. Per Diem is based upon the physical location where the training/seminar is located, not where the hotel/lodging is located. If the city is not listed, employees should search for the county in which the city is located. If the city is listed, or the county (if the city is not listed), the daily M&IE rate will be listed and will be the applicable rate for the employee. If the city and county are both not listed, the applicable M&IE rate will be the lowest current Federal Rate. The breakdown of the daily rates (breakfast, lunch, dinner and incidental expenses) is listed on the GSA website and shall be used when determining the value of meals provided at an event which should then be subsequently deducted from the daily per diem rate. c. M&IE rates are subject to downward adjustment if meals are inclusive of the seminar, conference, convention or training using the breakdown rate for meals listed on the GSA website. For purposes of this policy, a continental breakfast does not qualify as a breakfast meal. d. M&IE rates shall not be paid if the employee comes home during the period of time designated as the travel period. For example, an employee attending an event that overlaps the weekend and for which the employee decides to return home for the weekend, would not be eligible for per diem for the time spent at home. e. M&IE rates include meal tips (incidental expense). Page 2 of 7

3 f. Adjustments to per diem rates may occur for travel of an extended period (seven days or greater) whereby the employee gets a hotel room with a kitchen or in circumstances where an employee is staying with a relative/family member while at a training location. In such circumstances the prevailing per diem rate may be reduced to the lowest established GSA per diem rate at the discretion of the Sheriff or Undersheriff. g. Subsistence allowance and per diem for any member traveling as a result of a state or federal grant shall be governed by the subsistence allowance as provided under the grant; however, the agency will make up any difference if the difference is less than the subsistence allowance and per diem rates as outlined in this General Order. h. These allowances may be increased on a case by case basis due to area of travel (high cost areas) upon approval of the Sheriff or Undersheriff. Approval must be obtained in advance of travel after the traveler provides written justification. 3. Calculating Meal (M&IE) Allowances a. Meals and incidental expenses are calculated as follows: I. Class A Travel - The employee is reimbursed for the actual cost of lodging and will receive a per diem meal allowance based upon the following schedule: i. First day of travel: 75% of the applicable meals and incidental expense rate allowance. ii. Last day of travel: 75% of the applicable meals and incidental expense rate allowance. iii. Full travel days: 100% of the applicable meals and incidental expense rate allowance. iv. The 75% rates are inclusive of the GSA Per Diem webpage (referred to a first/last day rates) and shown with the full 100% daily rate. The first and last day 75% rate is also calculated for the employee on the Advance for Travel Expense form. II. Class B Travel - Continuous travel of less than 24 hours involving an overnight stay: i. 75% of the applicable meals and incidental expense rate allowance for each day of travel. For example: if an employee leaves at 5:00pm on Thursday for a conference in Tallahassee, spended the night and returns Friday at 2:00pm, this would be considered Class B travel and the employee would be authorized 75% of the applicable Federal M$EI rate for Thursday and 75% of the applicable Federal M%EI rate for Friday. Summary of Class A/B Travel outlined above: Summary of Class A / B Travel Meal Allowance Reimbursement When Class A Travel (24 hours or more) Class B Travel The day of Full days at The day of return Page 3 of 7 Your Allowance 75% of applicable M&IE rate 100% of applicable M&IE rate 75% of applicable M&IE rate 75% of applicable M&IE rate for each of the two days

4 Summary of Class A / B Travel Meal Allowance Reimbursement When (Continuous travel less than 24 hours involving an overnight stay Your Allowance 4. Subsistence Allowance a. Reimbursement rate for subsistence shall be determined by the Sheriff and shall be calculated by the Finance Section in accordance with this General Order. I. Current rates are consistent with FSS (6)(b). b. Subsistence allowances are allowed if the traveler leaves before the beginning time and returns to the official headquarters after the ending time as stated as in the following schedule: I. Breakfast: When travel begins before 0600 hours and extends beyond 0800 hours = $6.00 II. Lunch: When travel begins before 1200 hours and extends beyond 1400 hours = $11.00 III. Dinner: When travel begins before 1800 hours and extends beyond 2000 hours = $19.00 i. These allowances may be increased on a case by case basis due to area of travel (high cost areas) upon approval of the Sheriff or Undersheriff. Approval must be obtained in advance of travel after the traveler provides written justification. c. No subsistence will be authorized if the meal is included as a part of a registration fee or provided by a state institution at no charge. d. Reimbursement for actual expenses shall not exceed the above amounts, unless authorized by the Sheriff or Undersheriff. 5. Transportation a. All transportation costs shall be set by the Sheriff. In each case the most efficient and economical means of transportation should be considered. All travel must be by a usually traveled route. The most economical method of travel for each trip considering: the nature of the business; the most efficient and economical means of travel (considering time of the traveler, cost of transportation and per diem or subsistence required); and the number of persons making the trip and the amount of equipment or materials being transported. b. If the traveler has an assigned department vehicle, that vehicle will be used for official travel. Exceptions must be approved by a Bureau Chief. I. The traveler shall make every attempt to obtain fuel receipts and upon conclusion of the travel file them with their Travel Voucher. c. The use of privately owned vehicles (POV s) for official travel in lieu of agency vehicles or common carrier may be authorized by a Bureau Chief only when no agency vehicles are available. d. If the traveler does not have an assigned agency vehicle the Fleet Manager shall be contacted to ascertain the availability of a travel vehicle. If no travel vehicle is available the use of a rental vehicle will be considered if it is found to be the most efficient and economical means of Page 4 of 7

5 transportation. e. Whenever travel is by POV, the traveler shall be entitled to a mileage allowance at a fixed rate equal to the current State of Florida reimbursement rate. All mileage shall be shown from the point of origin to point of destination. Vicinity mileage necessary for the conduct of official business is allowable, but must be shown as a separate item as indicated on their travel voucher. f. Personnel taking annual leave in conjunction with official travel may be authorized to travel via POV with prior written approval of their Division Commander. The approved request must be submitted with the Travel / Training Request form. Mileage reimbursement will only be paid calculating the distance from Official Headquarters to the offical destination and return. 6. Incidental Travel Expenses a. Incidental travel expenses which may be reimbursed include, but are not limited to: taxi fares, ferry, bridge, road and tunnel tolls, storage or parking fees, official communication expenses, and conference or convention fees. It shall be the responsibility of the traveler to substantiate that expense with proper and necessary receipts. Receipts should be obtained when possible. b. Incidental expenses not authorized: 7. Lodging Expenses I. Personal telephone calls II. Valet Parking if self parking is available III. Purchase of alcoholic beverages IV. Purchase of personal items V. Gratuities/tips above the subsistence allowance VI. Cost associated with the use of fitness centers VII. Entertainment expenses, including charges for in-room movies a. Lodging costs shall be consistent with the Sheriff s travel policy. Facilities providing special government or commercial rates will be used when feasible. The Sheriff's Administrative Secretary or Training Coordinator shall make reservations for the room using a Travel Account credit card. A Travel Account credit card shall be issued to the traveler for use at the lodging establishment. If a group of members are traveling together, the senior member will be issued the Travel Account credit card and be responsible for all receipts associated with charges to the account. A tax exempt form will also be issued prior to travel. Tax exemption is only good within the State of Florida. Out of State travel will be liable for any state sales tax, local taxes, etc. b. When reserving lodging accommodations, information regarding additional charges above the basic rate of the daily rate should be confirmed. c. Travelers holding the rank of Sergeant / civilian equivalent (Section Manager/Supervisor) and below are expected, whenever feasible, to use double occupancy lodging arrangements. 8. Travel Advances a. Travel advances to cover anticipated costs of travel are allowed and shall be requested on the Application for Advance on Travel Expenses form. Anticipated travel expenses must exceed $ in order to receive a travel advance. Twenty percent (20%) of the total anticipated Page 5 of 7

6 travel expense will be withheld when travel advances are issued. Requests for advances must be received at the Finance Section, Accounts Payable, no less than seven days preceding the departure date. Advance travel payment will be electronically posted in the traveler's bank account. Any exceptions must be approved by the Finance Section supervisor. 9. Post Travel Procedures a. The traveler shall contact OCSO Finance Section, Accounts Payable, within five (5) business days after completing the trip. The traveler is required to return the Travel Account credit card and furnish the Finance Section all receipts to include out of county fuel receipts and credit card charges, transportation tickets and an itemized hotel bill, for which funds were spent or reimbursement is requested. The above listed items shall be accompanied by the traveler s Travel Voucher. 10. Use of Sheriff s Office credit cards a. Sheriff s Office credit cards shall not be issued or used for Class C travel. b. Credit cards shall not be used to purchase meals unless approved by the Sheriff or Undersheriff. The Finance Section shall direct deposit into the traveler's bank account the amount of the anticipated subsistence allotment according to paragraph 8 of this General Order. I. Alcoholic beverages or personal items shall not be charged against a Sheriff s Office credit card. Any purchases other than those expenses authorized by Florida statutes shall be the responsibility of the traveler. II. Items may be purchased on an emergency basis, but must be approved by the Sheriff, Undersheriff, or a Bureau Chief prior to the expenditure. All emergency purchase shall be documented on the traveler s travel voucher with the approving member noted and the receipt attached. c. Members issued Sheriff s Office credit cards in their name are expected to use their issued cards in a responsible manner keeping in mind any charges on such credit cards are subject to review as public records as outlined in FSS Chapter Emergency Travel - Prisoner Transport a. Deputies assigned to pickup/transport prisoners on short notice or after normal business hours may receive subsistence advances from emergency travel funds. The supervisor assigned to Court Services will oversee and control these advances. b. In addition, the supervisor of Court Security shall be assigned Sheriff s Office credit cards for issue in such emergency cases. c. Procedures for reporting travel expenses shall be the same as outlined in this General Order. 12. Subsidence Allowance - Other Events a. The Sheriff's Office authorizes the payment for or reimbursement of costs for food and nonalcoholic on behalf of Sheriff's Office employees including volunteers for the following events: I. Emergencies/Natural disasters during which employees and volunteers are unable to leave their assigned post to get a meal at their own expense. Such meals and beverages may be procured by the Sheriff's Office upon approval by the Chief Financial Officer or their designee. II. Training/Administrative events approved such as SWAT training, Sheriff's Forum, etc., at which employees and volunteers are not allowed time to leave the event to eat a meal. Page 6 of 7

7 13. Fraudulent Claims Such meals and beverages may be procured by a Sheriff's Office employee for those attending the event at the expense of the Sheriff's Office. III. Officially sanctioned Sheriff's Office events, hosted by the Sheriff's Office and open to the public, including community policing meetings, award ceremonies, and conferences hosted by the Sheriff's Office. Such meals and beverages may be procured by the Sheriff's Office as they serve a public purpose. IV. The decision and approval to pay for or reimburse costs for events not listed above shall be at the discretion of the Sheriff or Undersheriff. a. Any Sheriff s Office member who willfully and knowingly makes any false claims regarding per diem, subsistence allowance, or any other claims of expenses shall be guilty of a misdemeanor - FSS (10). b. Members are prohibited from claiming travel expenses from more than one source. c. Any member receiving travel expenses from another source shall reimburse the Sheriff s Office for any advances or shall forfeit other reimbursement back to the agency. Approved: /S/ Larry R. Ashley Sheriff, Okaloosa County Page 7 of 7