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General Accounting Division Accounts Payable and Vendor Code Section Supervisor Robert Valenson. Travel Regulations – General. Travel Regulation policy (D-1) are as follows: Receipts are required for all actual cost amounts claimed.

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General Accounting Division

Accounts Payable and Vendor Code

Section Supervisor

Robert Valenson


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Travel Regulations – General

Travel Regulation policy (D-1) are as follows:

  • Receipts are required for all actual cost amounts claimed.

  • Actual cost (not to exceed maximum) is the basis of reimbursements.

  • Travel requires prior approval – line item budget or travel authorization.


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Travel Regulations - General

Board policy (D-1) complies with AB 1234; however, it did require the renaming of the policy.


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Requirements for Actual Receipts

Reimbursements now require actual cost

receipts (not to exceed maximum) for travel

and other necessary expenses incurred by county officers, employees and other authorized persons.


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Requirements for Actual Receipts

Lodging

Actual costs for lodging should not exceed$159 per day and $239 per day in high cost cities.

Actual cost is inclusive of:

  • all occupancy and accommodation taxes.

  • Other room related taxes and fees.

  • Lodging must provide an explanation of the business purpose.


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Meals Reimbursements

Actual costs for meals should not exceed the

maximums inclusive of taxes and tips:

Regular High

Cost Cities Cost Cities

Breakfast $10 $15

Lunch $15 $20

Dinner $25 $30


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Requirements for Actual Receipts

Miscellaneous Expenses

  • A satisfactory explanation of circumstances may be required for expenditures that are large or unusual.

  • An employee reimbursement for actual miscellaneous expenses shall be accompanied by an original receipt.

  • Exempt from receipt: telephone, fax, email services, and telegrams (these normally appear on hotel receipt).

  • Items under $10 now require a receipt.


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Use of a Claim Form

  • Employee expense claim must be filed on a form approved by the County (Gen Form 14).

  • Claim must include: date, amount, business destination, travel authorization and business purpose.

  • Claims shall be filed promptly, normally no later than the end of the following month.


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Penalties

  • Penalties for the misuse of public resources or falsifying expense reports in violation of expense reporting policies may include, but not be limited to, the penalties specified in California Government Code Section 53232.4.



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