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Committee backs reimbursement policy update: higher meal/lodging flexibility and accounts-payable processing
Summary
The committee approved forwarding to the county board a resolution updating travel reimbursement rules: higher per-diem meal rates, more lodging flexibility when state rates are impractical, mileage at the IRS rate, and switching expense voucher payments from payroll to accounts payable.
The Executive & Finance standing committee approved sending to the full county board a proposed revision to the county reimbursement policy that raises per-meal or per-day allowances, allows flexibility on lodging when state rates are impractical, adopts IRS mileage rates and moves expense-voucher payments out of payroll into accounts payable.
Staff said the current per-day meal reimbursement was $25 and that the state standard per diem listed separate meal and lodging rates; the proposed policy would align meal and per diem language more closely to common practice and increase flexibility for lodging when state rates are not available or applicable. The administrator said lodging rates have become difficult to secure at the state level in resort areas and the policy therefore allows departments some discretion while setting an approval threshold when lodging exceeds the government rate by more than 15 percent.
The policy also changes the voucher payment process: expense vouchers will be processed through accounts payable rather than payroll to standardize processing across departments. Committee members discussed the networking value of conference hotels and supported flexibility to allow employees to stay at conference venues when appropriate.
The motion to forward the reimbursement changes to the county board was moved by Carroll and seconded by Bob Wright; the committee approved the resolution by voice vote.
