County updates travel and cash‑handling rules, and proposes IT software‑development policy

Deschutes County policy staff presented three policy items March 17: a merged and revised travel and miscellaneous‑expense policy (F‑1, incorporating F‑2), an update to bank‑account and cash‑handling references (F‑7), and a new software‑development policy to govern custom applications and central IT oversight.

Deputy county administrator Whitney Hale told commissioners the changes are the first package reviewed by the county’s Policy Advisory Committee and said additional policies will come in quarterly batches. “The goal was to modernize it and change it,” Robert Tintill, chief financial officer, said of the finance policy updates.

Key proposed changes to the travel policy include: - Consolidation: the travel and miscellaneous‑expense rules were combined into a single policy to reduce confusion. - Per‑diem meals: the county will move to per‑diem meal reimbursement (using GSA rates) rather than requiring receipts for every meal; department heads may authorize per‑diem for dietary needs when a conference meal does not meet those needs. - Lodging exceptions: if the approved conference hotel rate exceeds the per‑diem lodging cap, a department director may approve the exception instead of requiring county‑administrator sign‑off. - Purchasing cards (p‑cards): staff encouraged broader use of county purchasing cards for travel and business expenses to avoid personal outlays; cards can be limited by MCC code, transaction limit and employee assignment.

Tanya Mahud, chief technology officer, presented a new software‑development policy that would require a central intake form, risk assessment and a process for IT to review and support custom applications developed inside departments. The stated goals are improved security, clearer support responsibilities and better inventory of active internal applications; IT staff said they currently know of five departments doing custom development but lack a comprehensive inventory.

Finance staff set an April 1 effective date for the travel changes to allow departments time to implement new per‑diem processing. The board did not vote on the policies at the meeting; staff said they plan to bring recommended language back on consent once departments complete final reviews and the PAC has finished its quarterly work.

The board asked several clarifying questions: commissioners sought examples of per‑diem amounts and how rates apply in cities not itemized by the GSA; staff said the county will default to state or national per‑diem rates when a specific city is not listed. Commissioners also asked how the p‑card works in practice; staff described configurable controls and limits, and said the program is already in use and will be re‑energized.

On cash‑handling policy updates (F‑7), staff recommended removing an internal‑audit office reference and keeping reporting to finance and administration consistent with the current internal‑audit role.

Next steps: staff will finalize recommended edits, circulate a draft for department review, and return to the board with the policies on a future consent agenda; travel policy changes were slated to take effect April 1.