Not an official copy.

King County Code Chapter 3.24
Travel Authorization and Expense Reimbursement (as of March 1996)

Sections:

3.24.010 Definitions.
3.24.020 Persons eligible for travel expense reimbursement.
3.24.030 Prior authorization.
3.24.040 Standards for approval.
3.24.050 Reimbursable expenses and allowances.
3.24.060 Transportation costs.
3.24.070 Lodging costs.
3.24.080 Meal costs.
3.24.090 Miscellaneous reimbursable expenses.
3.24.100 Non-reimbursable personal expenses.
3.24.110 Leave of absence during travel.
3.24.120 Lobbyist per diem in lieu of reimbursement.
3.24.130 Procedure for obtaining reimbursement.

KCC 3.24.010 Definitions.

All words shall have their ordinary and usual meanings except those defined in this section which shall have the meaning set forth below.

A. "County agency" shall mean any office or department of the executive branch responsible to the county executive, the departments of judicial administration, and assessments, the office of the prosecuting attorney, the council and subordinate units of the legislative branch, and the components of the judicial branch.

B. "Travel" shall consist of lodging, subsistence, transportation, seminar/meeting attendance and related activities in the conduct of official county business.

C. "Official county business" shall mean, but not be limited to:

1. conducting legitimate county business such as fulfilling normal job functions, negotiating agreements, inspecting or purchasing equipment, coordinating with other governmental agencies, serving on interview or judging panels, and providing consultation; or

2. obtaining information or training directly related to a person's official function; or

3. serving as an official representative of King County.

D. "Presiding elected official" shall mean the county executive, the county assessor,the prosecuting attorney, the chair of the county council, and the presiding judges of the superior and district courts.

(Ord. 9206 § 1, 1989).

KCC 3.24.020 Persons eligible for travel expense reimbursement.

Within budgetary constraints, the following persons are eligible for travel expense reimbursement in conformance with this chapter and are likewise responsible for compliance with terms of this chapter and any implementing procedures:

A. County officials and employees; B. Members of boards/commissions or uncompensated volunteers participating in county business if authorized by the enabling legislation or appointing authority;

B. Candidates for county employment for any position above pay range fifty-four in non-legislative branches governed by the county personnel system's pay range schedule or as authorized by the council chair for legislative branch positions, subject to the following restrictions:

1. For travel to a designated place from their place of residence to be interviewed.

2. Maximum of five interview trips for a given position during any twelve month period.

3. No person is eligible for more than two separate interview trips for a given position.

4. Limited to the five highest-ranked candidates.

5. Approval required before invitation to interview is issued:
   a. For positions at pay range fifty-five through eighty, approval is required of the council's administration and justice committee or its successor.

   b. For positions above pay range eighty, approval is required of the appointing authority and the director of the office of human resources management.

C. Persons authorized by the respective elected official or department director to incur travel and subsistence expense to partake in official county business provided that the total of such costs shall not exceed $200 per person and a complete description of the county business purpose and necessity to incur the costs is provided with the reimbursement claim. Authorization for such expenses in excess of $200 shall, in addition, be approved by the presiding elected official.

D. Persons otherwise authorized by law, grant or contract, given that any other travel reimbursement policy specified by such authority would prevail.

(Ord. 12077 § 7, 1995).

KCC 3.24.030 Prior authorization.

Authorization to travel and for reimbursement of travel expenses shall be obtained prior to commencement of the travel activity as follows. Even if the county will not be funding the travel expense, travel authorization is required if the person is to maintain official employment/business status during the travel.

A. In-State Travel. Travel within the State of Washington shall be approved under an established policy of the respective branch of county government, except that internal organization activities qualifying under Section 3.24.080D.1. must receive prior approval of the respective department director, or elected official if the director is a participant.

B. Out-of-State Travel. Travel outside the State of Washington shall be approved as follows:

1. Travel plans of employees, officials, judges and persons traveling on behalf of the county shall be authorized in advance by the respective presiding elected official or designee, and in accordance with established procedures of that branch of government.

2. Presiding elected officials shall ensure that a copy of their own county business travel plans, which provides a record of official activity during the period of travel, is filed in their respective offices and is accessible in case of administrative necessity.

(Ord. 9206 § 3, 1989).

KCC 3.24.040 Standards for approval.

Persons responsible for authorizing travel or approving expense claims shall neither be subordinate to or of a lower job classification than the requestor/claimant. Said person shall ensure that the traveler is provided adequate information about the applicable travel and reimbursement policies prior to travel and shall apply, as a minimum, the criteria outlined below in making decisions on granting or denying such requests:

A. The purpose of the requested travel shall be for the conduct of official county business. It must be demonstrated that there is a direct relationship between the purpose of the travel and the employee work functions. The request for travel must indicate what benefit the county will receive from the travel and demonstrate such by attaching any available printed material or description indicating the overall content and quality of the event.

B. Budgeted monies for reimbursement must be available and authorized. Expenditure plans must be necessary and reasonable. Excessive or unnecessary expenses shall not be approved or reimbursed.

C. The number of persons engaging in a given travel activity shall be the minimum necessary in consideration of the expected benefit.

D. Travel requests and reimbursement claims shall conform to provisions of this chapter and other applicable laws, grants, contracts or policies.

E. The approving authority of reimbursements for expenses shall employ careful judgment to ensure that one political subdivision does not pay expenses properly attributed to another, in violation of RCW 43.09.210.

(Ord. 9206 § 4, 1989).

KCC 3.24.050 Reimbursable expenses and allowances.

All persons are to exercise prudent judgment to avoid unnecessary county expense.

A. For attendance at seminars or professional meetings involving some personal interest as opposed to directed travel, travel may be authorized with reimbursement at less than the rates otherwise authorized, provided that the reduced reimbursement rates are acceptable to the employee prior to the travel.

B. The county shall not provide funding of a travel event or item of expense where a source of reimbursement to the traveller other than the county is specified in county, state or federal law or policy. In cases where reimbursement is available from another source, the county may, at the option of the approving authority, pay the differential between what county policy would allow for the total travel activity and the total reimbursed from the other source, but shall not selectively reimburse for only specific items with differing reimbursement rates between the county and the other source.

(Ord. 9206 § 5, 1989).

KCC 3.24.060 Transportation costs.

King County will pay the actual and necessary costs of transportation in the course of official county business as follows:

A. Normal and usual means of conveyance are to be used. Public transportation shall be used where practical. Where a private mode of transportation is used in lieu of another more normal and usual form of transportation, travel reimbursement shall be the lesser of the two costs.

B. Where automobile transportation is necessary, a county vehicle shall be used where practical. Authorized use of a private automobile shall be reimbursed at the rate of twenty- one cents per mile, except as provided by a collective bargaining agreement, prevailing law or contract. This rate shall change annually on July 1st in incrementsof one cent when the effect of compounded annual general county non-union cost-of-living adjustments, as applied to this figure, results in the given amount reaching the next even cent, subject to the limitation of never exceeding the current IRS tax-exempt mileage reimbursement rate for business transportation paid by an employer to its employees. The 1989 COLA will be the initial factor considered. The department of finance shall be responsible for administering and announcing such rate changes.

C. The excess cost of first class or business coach fare for a given mode of travel shall not be reimbursed where less expensive fares are available.

D. If an indirect route is taken for personal reasons, all extra costs of such travel are not reimbursable.

E. The starting and ending locations of official travel are the official work place or the residence, depending on the work schedule at that point in time.

(Ord. 12077 § 8, 1995).

KCC 3.24.070 Lodging costs.

Lodging costs actually incurred are reimbursable only as follows:

A. When travel requires leaving King County for at least twelve hours, unless otherwise justified and approved in writing by the respective elected official or department director.

B. From the night before the authorized event starts through the night before it ends, unless reasonable and timely return transportation is not available, thereby necessitating additional lodging and subsistence costs. If, with the consent of both the traveler and the approving authority, the duration of the trip is extended beyond county business needs and this results in a reduction of airfare ticket costs, the additional related lodging and subsistence costs will be reimbursed consistent with provisions of this chapter but up to a maximum of the documented airfare ticket savings.

C. When one employee is involved, the receipt shall identify the respective single occupancy rate.

(Ord. 9206 § 7. 1989).

KCC 3.24.080 Meal costs.

A. Meal cost allowances or reimbursements are payable for official county business purposes only when:

1. The duration of travel exceeds three hours outside King County, or

2. Meals are necessary and integral to conducting official county business including training, job candidate interviews, seminars or business meetings with non-county employees, or

3. Performance of assigned duties by an overtime pay exempt employee requires overtime, either extending at least three hours beyond the start or end of a scheduled workday of at least seven hours or consisting of at least four hours call- out on an unscheduled workday and unreasonably delaying access to normal subsistence, as approved by the respective department director or elected official.

B. Meal costs are not payable when:

1. The expense of the respective meal is included in a registration fee, air fare or another county expense, or

2. Meals are incurred in the normal course of the employee's job, including staff meetings and consultation with subordinates or between employees, or

3. The meal occurs in the approximate location of the employee's normal place of work where the employee's normal means of subsistence can be reasonably accommodated, or

4. The county, at its option, provides a meal.

C. For partial day travel status, fixed amount allowances will be paid as payment in full for authorized meals if in an eligible status during the designated times, as follows: Breakfast (7:00 a.m.) - eight dollars, Lunch (12:00 noon) - nine dollars, Dinner (6:00 p.m.) - eighteen dollars. For full day travel status, a fixed amount allowance of thirty-five dollars will be paid as payment in full for meals. These amounts shall change annually on July 1st in increments of one dollar when the effect of compounded annual general county non-union cost-of-living adjustments, as applied to these figures, results in the given amount reaching the next even dollar. The 1989 COLA will be the initial factor considered. The department of finance shall be responsible for administering and announcing such rate changes.

D. An exception to these fixed rates shall be to reimburse actual restaurant or food service costs, which may include service tips of up to 15% or a fixed rate established by the restaurant for group billings, for:

1. County staff retreats or training programs which qualify under the criteria cited in paragraphs A and B of this section and receive written justification relating to county business and cost approval of the respective department director or elected official if the director is a participant.

2. Approved participation in meals which are an integral activity on the agenda of an external organizational function related to county business. This includes community organization meetings, banquets, receptions and celebration events where the cost does not exceed triple the respective fixed amount allowance cited inparagraph C. Any amount exceeding that figure shall be treated as a contribution expense in its entirety.

3. Extenuating circumstances, where there exists: an uncontrollable business necessity, a circumstance related to a particular meal or specific event that results in having to significantly exceed the applicable fixed amount allowance cited in paragraph C., a receipt detailing the expense accompanied by written justification explaining the necessity to exceed the fixed amount allowance, and specific undelegated approval of the presiding elected official.

E. Another exception to the above rules is that meal expenses incurred on behalf of another agency which reimburses the county for the expense shall be reimbursed according to the rules specified by the funding agency.

(Ord. 12077 § 9, 1995).

KCC 3.24.090 Miscellaneous reimbursable expenses.

Miscellaneous expenses related to official county business travel which are considered essential and reimbursable include, but are not limited to:

A. Registration fee of convention, banquet, luncheon, seminar or similar organized program.

B. Rental of hotel room or other facility.

C. Parking, ferry/bridge tolls, taxi fare, subway fare, airport bus service and rental car.

D. Stenographic or typing services.

E. Telephone calls necessary for the conduct of official business or to advise of a change in official travel plans.

F. Laundry, if the trip exceeds one week or with special approval of the respective department director or elected official.

G. Traveler's checks and baggage handling service, when necessary.

(Ord. 9206 § 9, 1989).

KCC 3.24.100 Non-reimbursable personal expenses.

Certain expenses are considered personal and therefore non- reimbursable including, but not limited to:

A. Laundry and personal telephone calls except as provided for in Section 3.24.090.

B. Entertainment, television rental, clothing, personal sundries, transportation to places of entertainment and similar personal items.

C. Room service and valet service, unless unusual circumstances are cited to justify business necessity.

D. Personal "trip insurance" and medical or hospital services.

E. Transportation between the employee's home and official workplace.

F. Alcoholic beverages and tobacco products. G. Tips and gratuities, except as related to actual meal costs provided for in Section 3.24.080D.

(Ord. 9206 § 10, 1989).

KCC 3.24.110 Leave of absence during travel.

A. When leave of absence of any kind is taken while in a travel status, the exact hour of departure and return to duty status shall be shown on the travel expense claim voucher. Except as provided in the following paragraph, expense reimbursement, including transportation to and from the post of duty, shall not be granted for such period.

B. Whenever a traveler takes leave of absence because of incapacitation due to illness or injury not due to the employee's own misconduct, the authorized reimbursement for lodging and subsistence may be continued during the leave period, but not to exceed in total the authorized cost for return to the employee's official station or residence, whichever is closer, and then back to the assignment.

(Ord. 9206 § 11, 1989).

KCC 3.24.120 Lobbyist per diem in lieu of reimbursement.

A. Any expense for which a King County officer or employee would otherwise be reimbursed shall be a legal obligation of and expenditure by King County when incurred in the course of "lobbying", as defined in RCW 42.17.020(18), or in the course of providing requested information to an official or officials of another government agency.

B. Any employee of the county council, when assigned to a session of the Washington State Legislature as a full time "lobbyist" as defined in RCW 42.17.020(19), shall be authorized to receive, in lieu of meal and lodging cost reimbursements provided for in this chapter, an allowance for each and every consecutive day of a session at a rate equivalent to that authorized for members of the Washington State Legislature in accordance with RCW 44.04.120.

(Ord. 9206 § 12, 1989).

KCC 3.24.130 Procedure for obtaining reimbursement.

A. Travel expense reimbursement claims shall be submitted in detailed account citing time, place, business purpose and participants in accordance with procedures established by and forms approved by the department of finance.

B. Receipts prepared and issued by the service provider or copies of endorsed checks are required wherever this policy provides for actual cost reimbursement, except that receipts are not required for expenses of less than ten dollars.

(Ord. 12077 § 10, 1995).