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Mills County court adopts updated employee handbook; travel payment, sick-leave and tobacco rules revised
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Summary
On April 28, 2025, the Mills County Commissioners Court approved multiple updates to the county employee handbook, including allowing payment of travel expenses on county credit cards when budgeted, clarifying sick-leave documentation for extended absences, and changing the workplace policy from "smoke-free" to "tobacco-free."
Mills County Commissioners Court approved updates to the county employee handbook at its April 28, 2025, meeting, adopting changes that alter how travel expenses are handled, refine sick-leave documentation requirements and change the workplace nicotine policy.
The court voted to allow payment of travel expenses on a county credit card when funds are allocated in the department budget rather than requiring employees to pay out of pocket and seek reimbursement. The change was explained during discussion as intended to ease the financial burden on employees who travel for county business and to address practical difficulties with reimbursement for large hotel and travel expenses.
Court members also discussed language clarifying when a doctor's note is required for sick leave. Current handbook text allows an immediate household member to cover short absences; the revised language makes clear that a physician's note is required for absences of three days or longer, and committee members said they would bring specific suggested wording back to the handbook committee if needed.
The handbook's wording on workplace nicotine use was changed from "smoke-free" to "tobacco-free" to match the handbook's explanatory description. Changes to the travel and reimbursement sections also addressed meal reimbursement; the older text listed daily maximums ($60 for day trips, $80 for overnight) and members noted administrators had adjusted that language to reflect payment options. The final, adopted version changes phrasing from a reimbursement-only model to a payment model when budgeted, but the meeting record does not specify the exact new meal limits or per-diem amounts.
Human-resources distribution and signature procedures were discussed: the court directed that a clean copy without redlines be prepared for signatures in the judge's office and that HR follow up with employees and elected officials to confirm receipt of the updated handbook.
Commissioner Williams moved to approve the handbook changes as presented; a second was made and the motion passed unanimously.
Court members and staff emphasized internal controls for county credit-card use, noting prior instances where personal purchases were charged by mistake and that the handbook retains provisions for recouping unauthorized charges from employee pay if necessary. Several commissioners reiterated that department budgets must include funds for travel expenses if departments plan to use the county credit card for training or other travel.
The court approved the handbook changes and instructed staff to prepare the signed document and distribution steps.
