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Duchesne County updates travel reimbursement policy to require insurance certification for personal-vehicle use
Summary
The commission approved revisions to Policy 402 to clarify mileage reimbursement, require employees using personal vehicles for county business to certify they carry vehicle insurance, and allow elected officials discretionary reimbursement in extraordinary circumstances.
The Duchesne County Commission on July 7 approved updates to Policy 402 governing travel and reimbursement.
The revised policy clarifies that when a county vehicle is available, mileage reimbursement for employees using a personal vehicle will be limited (the policy specifies reimbursement percentages for those circumstances and uses the standard mileage calculation). The revision also removes a prior requirement that employees submit an insurance card as an attachment; instead, employees must sign a form certifying they have current vehicle insurance before being reimbursed for personal-vehicle use on county business.
Commissioners and staff discussed administrative details: how frequently — and where — an insurance certification should be recorded, whether supervisors should accept a signed attestation or a copy of an insurance card, and how to handle employees who choose personal vehicles when county vehicles are available. The policy now includes language that, "in the event a county vehicle is not available or other extraordinary circumstances exist, an elected official will have budgetary discretion for reimbursement." That language is intended to permit limited, discretionary exceptions for elected officials while encouraging use of county vehicles where practical.
The commission voted to approve the policy as amended; the vote was taken during the July 7 meeting and recorded as an affirmative motion to adopt the changes.
