TRAVEL POLICIESPanel Participants:Brenda Sorensen Klickitat County Auditor

Brenda Chilton Benton County Auditor

Laurie Thomas Okanogan County Auditor

Brad Posenjak Chelan County Chief Deputy Auditor

HOW MANY PAGES LONG IS YOUR TRAVEL POLICY?

DOES YOUR COUNTY HAVE A WRITTEN TRAVEL POLICY?

1

10

7

7

26

1

Counties Reimburse meals based on:

Per Diem – Lodging & Meals

4

11

3

7

How much can you spend on lodging?

Per Diem – Lodging & Meals

4

14

8

(Actual, approved, reasonable)

Per diem issues:- Meals provided at conference- Opting out of provided meals- Return/Depart times for dinner or breakfast

Per Diem – Lodging & Meals

Per IRS Publication 463 – if you don’t spend the night, it’s not deductible.

Reimbursed through AP or Payroll?

How to determine what meals are covered?

Single Day Travel – IRS Rules

Does your county reimburse for meals on single-day travel days (non-overnight stay)?

Single Day Travel – IRS Rules

23 (43% actual expenses, 57% per diem rates)

3

Motor PoolDoes your county have its own motor pool from

which you can “check out” cars?

20

6

Motor Pool

Do you collect payroll taxes for the use of

vehicles which employees are allowed to take home regularly?

12

12

Personal Vehicle Use

Does your county reimburse travel by private vehicle?

24

2

Does your county reimburse for travel by personal boat?

Is this rate set by policy?

Personal Vehicle Use

3

23

Who authorizes?

Out-of-State Travel

Who cares?

14

3

6

3

Paying for Travel Costs

Travel

Fund

Does your county offer advance travel funds?

17

9

Does your county permit the use of personal credit cards for travel?

Does your county use P-cards or county credit cards for travel?

24

2

19

6

Non-Travel Expenses

Do you reimburse for meals at department meetings?

1

20

7

Non-Travel Expenses

Do you reimburse lodging if you live close to location?

11

15

What are the biggest problems counties run into enforcing their travel policies?

Employee receipt/documentation issues 13Employee understanding rates/rules 3Claims for meals included with registration 2Commissioners/department heads not enforc ing 2County credit card use & late charges 2Single day meal reimbursement treated as income 2Timely submittal of expense c laims 2Outdated policy 1Overages on reimbursements/Pcards 1Exceeding meal per diem 1Timely return of vehic les 1Deputies 1Expenditures not authorized by policy 1"Fuzzy" departure and arrival times 1Advance travel 1Wishy washy polic ies 1Unsigned travel vouchers 1