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Commissioners adopt revisions to county travel and per diem policy with clarifying amendments
Summary
The board approved updates to the county travel and per diem policy, lengthening the reimbursement window and adding clarifications including limited exceptions for room service, rail transit, and nonreimbursement of parking fines; staff will finalize language.
The Gilpin County Board of County Commissioners approved revisions to the county travel and per diem policy (Resolution 25-096) on Aug. 12 with several clarifying amendments requested by the board.
Interim finance director Lorna Plomondon said the principal substantive change increases the reimbursement filing window for travel expenses from 10 days to 120 days, giving employees more time to submit receipts and claims. The draft also adjusts approval thresholds (increasing the department-head approval level from $1,000 to $1,400 before county manager approval is required) and clarifies processes for accountable documentation.
Commissioners requested additional clarifications and staff agreed to amend the language before final publication: a limited exception for room-service charges when no other food option is reasonably available (staff will draft precise criteria), an explicit mention that rail/light-rail transit is an allowed mode under transportation expenses, and an explicit statement that parking fines and penalties will not be reimbursed by the county. Staff also agreed to add language preventing duplication of reimbursement when meals or travel costs are covered by external grants.
The board approved the resolution as amended; planners and finance staff will finalize the precise policy language and post the revised policy in the master policy manual. The change does not create a new appropriation; it updates reimbursement and approval procedures and clarifies administrative responsibility.
