BOARD OF SUPERVISORS

County of Linn, Iowa

Travel Policy Directive Number:

Approval Date: Effective Date: Revision No.: Policy Section & Number:
06/25/2007 06/25/2007 3 PM-014

Reference: Distribution:Employee Handbook, Intranet

Board of Supervisors Minutes of 3/17/2003,
2/5/07, 2/7/07, 6/25/07

I. POLICY

Linn County will administer a uniform policy for employee travel and meal
reimbursements relating to discretionary activities including conferences and
seminars

II. SCOPE

This policy is applicable to all full-time and part-time Linn County employees
responsible to the Board of Supervisors; employees responsible to an elected
official, including the elected official and their deputies; and the Conservation and
Public Health Departments.

III. EXCEPTIONS

This policy does not apply to travel or meals that are integral to the employee’s
normal daily activities.

IV. DEFINITION

Reimbursement shall mean repayment to an individual or allowable charges to a

county authorized credit, procurement or travel card.

V. TRANSPORTATION

A. Employees are encouraged to use vehicles available in the car pool or

department for in-state travel. Employees required to pay parking, toll
fees, etc., as a result of driving a County vehicle, may submit receipts for
reimbursement.

B. Employees allowed to use a personal vehicle for county activities must

have a valid driver’s license, proof of insurance and the approval of their
supervisor. The reimbursement rate for mileage shall be the IRS federal

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 mileage reimbursement rate. The federal rate includes expenses for
ancillary fees such as tolls, parking, gas and oil.

C. Air travel will be reimbursed at “coach” or “economy” rates. Documentation

showing point of departure, intermediate and final destinations is required.
Alternate air travel arrangements (i.e., depart from other than Cedar
Rapids, stay over on a Saturday night, etc.) will be reimbursed if cost
savings to the County can be documented.

D. Claims for other forms of transportation including rail, bus, personal car,
etc. for out-of-state travel are allowable if the reimbursement does not
exceed lowest reasonable coach airfare, as documented at the time the
Travel Authorization Form is submitted for approval. Documentation must
be provided. Additional per diem and lodging will not be paid above the
reimbursement for reasonable coach airfare because of additional travel
time involved in the alternate form of travel.

E. Transportation costs for taxi, shuttle, public transportation, etc. may be

reimbursed. Receipts are to be obtained.

F. Individuals are permitted to rent cars in cases where local ground

transportation is not available or will exceed the costs of car rental or
where prior approval has been received from the department head or
elected official. Receipts shall accompany claims for reimbursement for
car rental. Car rental contract collision damage insurance and
comprehensive coverage should be accepted. Parking fees shall be
reimbursed. Receipts are to be obtained.

VI. LODGING

A. Lodging reimbursement is limited to the actual cost of a single room plus

applicable taxes. Employees are expected to seek standard lodging
accommodations that are comfortable, convenient, meet business needs,
and offer good value. Travelers are encouraged to ask for the discounted
rate when making reservations (i.e., the governmental, educational or
corporate rate).

B. The original itemized hotel bill shall be attached to the authorization form.
Reimbursement will not be made without the itemized hotel/motel bill.

1. Sharing rooms. If sharing the room with another person (or

persons), please attach documentation that lists the name of each
person and indicate whether the expense claimed is for one or all
travelers.

a. If sharing with person(s) from another organization, only the

portion for the County employee should be claimed.

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 b. If sharing with a person(s) who is not on County related
business, reimbursement will be limited to the single room
rate. If claiming the single room rate, clear documentation of
the single room rate must be provided. Acceptable
documentation includes official housing information from
conference materials or official verification of the single room
rate provided by the hotel, on hotel letterhead.

c. Expenses incurred for items such as in-room movies, use of

health club facilities, personal calls, laundry cleaning and
pressing are not considered lodging and will not be
reimbursed.

VII. MEALS

A. Allowances. Reimbursement for meals and incidental expenses shall not

exceed the federal per diem rate based on the city/county location of the
traveler’s destination. (Meal tips and other incidental expenses are
included in the per diem. Alcohol is not a reimbursable expense.) Cities
and/or counties not specifically listed on the federal per diem will be
reimbursed at the standard federal rate. Meals reimbursed without an
overnight stay will be taxable income to the traveler. Federal per diem
rates can be found at www.gsa.gov.

1. Allowance for trip departure and return days shall not exceed the
full per diem. Employee may request less than the full per diem
without providing documentation.

2. Employees may request less than the full per diem or department
heads may approve less than the full per diem if it results in a more
equitable reimbursement.

3. In those cases when the conference registration fee provides for

meals, federal guidelines may be used to reduce the daily per diem
to account for provided meals.

4. For non-overnight travel, the payment of meal expenses is

determined by the department head or elected official and shall not
exceed federal per diem guidelines. Check the guidelines for a
breakdown of individual meal reimbursements. Meal
reimbursements associated with non-overnight travel are
considered taxable wages.

5. Procurement cards shall not be used for expenses to be claimed

under the per diem.

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VIII. REQUEST FOR TRAVEL AUTHORIZATION

A. Travel approval is required for all out-of-state conferences, seminars, and

other educational activities.

1. A “Travel Authorization Form” shall be used. The form is on the

Intranet.

2. The “Estimated Costs” portion of the form should include a summary of

costs to be incurred directly by the employee and those costs that will
be billed directly to the County.

3. The request shall be submitted to the responsible elected official or

department head for approval.

(a) Department Heads reporting to the Board of Supervisors shall

submit their Travel Authorization Form to the Board of Supervisors.

(b) Separate travel requests are required for each employee. Once
approved, the Travel Authorization Form is returned to the
requesting employee as authority to travel.

B. It is the department’s responsibility to apply for reimbursement from other

entities and to submit these reimbursements to the Auditor’s office.
Reimbursement from other entities should be indicated on the Travel
Authorization Form.

IX. EXPENSE PAYMENTS

A. The “Travel Worksheet” shall be completed and may be submitted to the

Auditor’s office for expense payments.

B. All expenses, whether paid by cash or credit card, shall be listed on the
“Travel Worksheet”. Appropriate expenses shall be documented by
attaching proper receipts to the “Travel Worksheet”.

C. Receipts are required for travel expenses and lodging. Receipts are not
required for meals which are paid per diem.

X. EMPLOYMENT INTERVIEWS

Linn County may pay for travel, lodging and meal expense for one employment
interview per applicant who is not a current resident or employee of Linn County.