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Commissioners update county employee travel and expense rules, add tip allowance
Summary
County finance staff revised the employee expense reimbursement policy to add a tip reimbursement up to 15% of pretax meal charges, clarify P‑card use, align mileage to IRS rates and require preapproval when hotel rates exceed GSA amounts; the board approved the changes by voice vote.
Carol (finance staff) presented proposed updates to the county’s employee expense reimbursement policy. Key changes reviewed at the Dec. 17 meeting include:
• Tip reimbursement: a tip allowance was added, up to 15% of the pretax charge for meals. • P‑card guidance: clarified permitted and restricted purchases on procurement cards and offered a process for departments to restrict card usage where appropriate. • Mileage: reimbursements will follow IRS mileage standards and will be calculated from the employee's primary work location or home, whichever produces the lesser mileage. • Hotel rates: staff will adhere to GSA rates; when a conference or location requires higher rates, employees must complete a preapproval form signed by the department head and finance.
Commissioners had brief questions about annual adjustments to mileage rates (calendar year changes) and the practicalities of higher local hotel costs. A motion to approve the updated policy passed by voice vote.
