Administrative Services

• Intra Department Electronic Mailing Lists

• Budgeting Modifications Policy

• Cash Receipts Policy

• Cell Phone Policy

• Client Complaints Procedure

• Collections Procedures

• Computing and Information Systems

• Conflict of Interest Policy

• Disbursements General

• Discipline Policy

• Drug-Free Workplace Policy

• Electronic Data Processing Policy

• Family and Medical Leave Policy

• Client and Fee Setting Guidelines

• Grant and Contract Approval Policy

• Grants Policy

• Harassment Policy

• Internal Controls Policy

• Lactation Friendly Worksite Policy

• Non Represented Staff Mileage Reimbursement

• Non-paid Leave Policy

• Non-Travel Related Expenses

• Part-Time Employment Policy

• Payroll Policy

• Personnel Policies & Procedures

• Postage Policy

• Purchases Policy

• Purchasing Policy

• Records Management

• Records Retention Schedule

• Reimbursement of Travel and Other Expenses

• Shared Leave Policy

• Supplies, Inventories and Fixed Assets Policy

• Surplus Property Policy

• Taxable Meal Reimbursement Guideline

• Travel Policy

• Travel Training Authorization

• Work Hours Policy

Subject: Travel: Non-Travel                    Effective
               Related Expenses:

Supersedes:                                                 Revised:

Author:                                      Approved by:__________
                                                                   Health Officer

To establish a policy and procedure that defines the limitations for other non-travel related expenses.

Policy:

1. Eligible persons include all employees of the Health Department, including regular, probationary, project, and temporary. Eligible persons also include Board of Health members, work study students, volunteers, persons donating time or service to the Department, non-paid ad-hoc board or committee members, and quasi-employees such as persons who are on loan to the Department from another organization and are performing work for the Department. Eligible persons may also include Health Department clients or members of the public.

2. Authorization for payment is limited to reasonable expenses incurred at meetings, seminars, training, conferences, approved volunteer functions, and other assemblies related to official Health Department business.

3. Authorization for payment may be made for reasonable expenses for meals, coffee, and light refreshments served to Board members, other eligible persons, and Health Department employees regardless of travel status at a meeting where 1) the purpose of the meeting is to conduct official Health Department business or to provide training, 2) the refreshments are an integral part of the meeting or training, 3) the meeting or training takes place away from the employee's immediate work area, and 4) verbal approval for payment for the refreshments is made in advance.

4. Authorization for payment may be made for reasonable expenses for meals, coffee, and light refreshments at the work area where 1) the purpose of the meeting is to confer, consult or otherwise meet with non-Department specialists, technicians, executives or others for purposes associated with official duties and official Health Department business, 2) the refreshments are an integral part of the meeting, and 3) approval for payment for the refreshments is made in advance.

5.Authorization for payment may be made for reasonable expenses for meals, coffee, and light refreshments at or away from the work area where 1) the purpose of the meeting is to recognize volunteers or volunteer accomplishments, or to recognize clients or celebrate client accomplishments, 2) the refreshments are an integral part of the meeting, and 3) approval for payment for the refreshments is made in advance.

6. Examples of reasonable expenses may include, but are not limited to, assorted beverages and pastries for an employee training session, community partnership advisory committee meetings, and meetings with Department consultants, technical specialists or contract representatives. Examples may also include, but are not limited to, meals for board of strategic planning retreats, volunteer or client recognition events, or recruitment examination panels.

7. In no case shall the per person expense of meals or refreshments exceed the maximum daily amount called "Per Diem Rate" as set forth by the travel reimbursement policy. The current rate is determined by Federal government publication 1542 based on county/location. Reimbursement for individual meals shall be computed according to locality, as specified in Federal government publication 1542.

Breakfast 20% of per diem meal amount

Lunch 30% of per diem meal amount

Dinner 50% of per diem meal amount

(Receipts are not required by the Finance Department for reimbursing expenses within this limit)

8. Reasonable expenses do not include the cost of meals, coffee, and light refreshments associated with entertainment including amusement, diversion and social activities. Reasonable expenses also do not include the cost of meals, coffee and light refreshments where prohibited by contract or grant funding agreement.

Procedure:

Payment for authorized expenses may be made in advance or at the time of purchase using established Department purchasing procedures. Payment for authorized expenses may be made after the time of purchase using established Department expense claim reimbursement forms and procedures. A list of attendees (participants of the claim) and copy of the agenda or of the minutes must be attached to the expense claim.

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Last Update : 10/07/2004 03:15 PM
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