§ 9700 EMPLOYEES' TRAVEL & BUSINESS-RELATED EXPENSES

§ 9701 General Rules.

Travel by UHCSSD officers and employees are necessary for the accomplishment of

UHCSSD business. It can be expensive and abused. Excessive costs, such as luxury services or accommodations are not acceptable. Care must be exercised to minimize travel to only that which is necessary and to hold down expenditures to only that which is prudent. Judgment is required in determining the necessity of travel. While not absolutely necessary or practical, preauthorization for out-of-county travel by an employee’s superior is recommended. Without such approval, an employee runs the risk of having his or her travel expenditures not accepted for payment or reimbursement, in which case it would be the employee’s obligation to pay. Meticulous accounting is expected. Failure to comply with these conditions can lead to discipline, including termination, and in some cases to charges being filed against an employee for misusing public funds.

This policy applies to all officers and employees of the UHCSSD who have need to travel on UHCSSD business.

§ 9701.01 Travel with Spouses.

(a) Given the leadership positions they occupy, and the often-ceremonial nature of these positions, UHCSSD employees and officers can expect to travel often. It is customary for the spouses of such personnel to act as de facto “goodwill ambassadors” for the UHCSSD at official functions. Therefore, UHCSSD personnel are encouraged to take their spouses with them when traveling on UHCSSD business and to receive reimbursement for some of the expenses incurred on their behalf. Allowable expenses include lodging differentials, registration fees for conferences or seminars, and meals at which the spouses are invited.  This must be approved by the Board prior to any travel arrangements. 

(b) Any UHCSSD employee using a UHCSSD-owned vehicle when traveling with his or her spouse, or other invited person, is to be responsible for the operation of that vehicle. The responsible employee must be present within the vehicle when any person not employed by the UHCSSD is driving a UHCSSD-owned vehicle.

§ 9701.02 Reimbursement.

Requests for reimbursement shall be accompanied by receipts for all expenses.

§ 9701.03 Reservation and Travel Arrangements.

Individuals will be responsible for making their own travel arrangements. The most economical and practical form of transportation is to be used. However, when purchasing economy fares which are non- refundable, the employee must be certain enough about the trip that nothing short of an emergency, or an unforeseen event, will cause cancellation.

§ 9701.04 Travel Advances.

Employees may be authorized to receive a cash advance to cover travel meal expenses, not to exceed $30 per day. Such advances must be requested at least two (2) weeks prior to any

anticipated trip. A UHCSSD requisition form is to be used for this purpose and must be approved by the Executive Director. Such a request must also include an itinerary. When proper approval has been obtained, the Accounts Payable Manager will be authorized to issue a per diem. Hotel charges should be calculated exactly and a separate check issued to the hotel and a tax-exempt form provided.

·         Each employee may have only one travel advance outstanding at any one time.  As soon as the reimbursement paperwork is submitted for the previous trip a new advance may be issued.

·         Travel advances must be closed within 30 days after the anticipated completion of travel as shown on the request form.

§ 9702 Reimbursable Expenses

§ 9702.01 Lodging.

Reimbursable Charges, in order to avoid paying sales and room tax, lodging should be calculated for the exact amount so that a check may be issued to the motel unless a UHCSSD credit card is used.

·         Lodging Receipt.

A proper receipt for lodging accommodations must accompany each request for reimbursement.  A proper receipt is a copy of the billing statement generally used by motels and hotels.

·         Work or Personal Vehicle.

If a work vehicle is available and is the best vehicle for use to travel the work vehicle should be used.  If a work vehicle is unavailable then a personal vehicle may be used and employee will be reimbursed at the IRS business mileage rate for the trip.  If a work vehicle is available and employee chooses to take a personal vehicle then employee will be reimbursed for one direction of travel.  A mileage reimbursement form must be filled out and turned into the Executive Director for approval.

·         Travelers Hourly Pay.

Employees that must travel to and from meetings on company business will be paid for the time they are in route whether they are driving or are a passenger.

 § 9702.02 Meal Allowance.

·         Meal Allowance.

There is a maximum allowable rate for meals per day, not to exceed $50. Breakfast and lunch are at $15 each and dinner is at $20.  This includes tips which should not exceed 15% of the cost of the meal. If an employee spends in excess of the allowable, that will be the employee’s expense, whether the employee uses a UHCSSD credit card or cash. To qualify for the maximum allowable rate employee must be out of town for the equivalent of an entire day. For example, an employee has to be in Salt Lake City early the next day, and goes out on the afternoon before to spend the night in a motel. He plans to leave in the afternoon, arriving home in time for dinner. He qualified for the maximum allowable rate. Receipts need to be kept. If an employee does not take a cash advance or use a UHCSSD credit card, the employee should submit a travel voucher form to the Director within a reasonable time of his return in order to be reimbursed.

·         Out of State.

In the exceptional event that the employee must travel out of state, a high cost per diem may be allowed as per the Internal Revenue Service Per Diem Rates. It is the responsibility of the employee to ascertain whether the high-cost rate applies.

·         Part of a Day.

If employee is only out of the County for part of the day, but must eat a meal or two while away, then there is a maximum allowable rate per meal of $15.

§ 9702.03 Reimbursement for Expenses Other Than Meals.

·         For approval, all travel charges must have a credit card slip. In those few cases where credit cards cannot be used, cash receipts must be obtained in order to receive reimbursement for expenditures.

·         All receipts, whether for cash or credit, to be acceptable must include the name of the establishment, the date, the items purchased, and the business purpose served by the travel.

·         Timeliness in accounting for travel expenses is a necessity. Memories fade and receipts are more likely to get lost with the passage of time. This is an absolute requirement in the case of cash advances where an employee has in effect borrowed public money. Therefore, a complete accounting of travel expenditures must be made within a week after returning to work. Whenever possible receipts must be enclosed for all expenses incurred. In the event that a receipt is not obtainable, a complete explanation of the reimbursable expenditure is to be made on the expense report.

·         In the unusual event that an employee loses some or all of the receipts, every effort must be made to reconstruct the actual expenditures. Gross estimations will not be accepted.

·         It is the responsibility of the Executive Director to determine the legality of travel expenses submitted by employees.

 § 9703 Telephones.

Much of the UHCSSD’s business is conducted over the telephone and the lines should be used for business.  If personal calls are necessary, they should be brief so as not to interfere with business.  Casual "chatty" conversation during business hours is inappropriate.  Personal long-distance calls shall not be charged to UHCSSD telephones.