The Finance and Budget Committee on Dec. 23 approved an amendment to the county travel policy that directs expense vouchers submitted after the 60‑day IRS threshold to payroll for processing, allowing taxes to be withheld and speeding payment to employees.

"By adding this verbiage, it now is addressing something that is over 60 days and will allow us to pay that, recommend for payment, to that employee," County Auditor Penny Wegman said during the discussion. Finance Director Miss Hopkinson explained the change stems from federal guidance on accountable plans and is intended to reduce repeated votes on small late claims.

Committee members asked for a copy of the travel purpose and evaluation form that the policy requires for county board members and the county board chair; staff confirmed the form exists and that language was included in policy in April 2025. Members also discussed whether preapproval processes apply to departments versus elected offices; staff clarified the new form and preapproval requirement apply specifically to county board members and the board chair, not to department staff.

Why it matters: Under IRS rules, reimbursements submitted more than 60 days after an expense can lose their tax‑favored treatment. The amendment aims to keep reimbursements compliant and prevent employee tax liabilities by enabling payroll to withhold taxes when processing late vouchers.

What comes next: Staff will circulate the travel purpose/evaluation form to board members and implement the payroll processing steps for late vouchers; the auditor and payroll will coordinate to ensure proper tax treatment.