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Supervisors review draft travel and business expense reimbursement policy
Summary
County staff presented two draft options to update travel, credit-card, and vehicle policies; discussion focused on aligning meal reimbursement to GSA guidelines, using receipt-based reimbursement rather than a flat per-diem, and updating credit-card policy to address state-auditor findings.
Staff presented proposed updates to the county's travel and business expense reimbursement policy together with related revisions to the county credit-card and vehicle-use policies. The drafts include caps set by guidance (staff referenced the federal GSA guidelines) and a preference for receipt-based reimbursement rather than a flat daily stipend.
As one speaker explained, "If you go to breakfast and you only spend $12, we're not going to give you the $22 for the day. We're going to ask you to keep that receipt. Turn in that receipt and they get your $12," describing how receipts would be required and totals reimbursed up to a preset maximum. The draft also proposes that meals be purchased on a personal card and later reimbursed rather than using certain county cards for meals, and it would set maximum daily amounts and clarify allowable incidental expenses such as parking or rideshares.
Board members and staff discussed the need to coordinate the travel policy changes with existing credit-card and vehicle policies and to run the draft by other officials when available. Staff indicated the credit-card policy needs tweaks to satisfy state-auditor expectations and suggested a workshop or additional review when the appropriate staff and officials are present.
