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Pierce County Code Chapter 3.92 - Reimbursement of Expenses

Not an official copy.

Pierce County Code Chapter 3.92
Reimbursement of Expenses

(as of July 1996)

Sections:

Cross-reference: Chapter 42.24 RCW

PCC 3.92.010 Authorization.

County officials and employees who may claim reimbursement for expenses under this Chapter must be so authorized by their department head. If at any time there are insufficient funds in a departmental budget to reimburse a County official or employee, no further reimbursements shall be authorized until necessary budget transfer or approval has been granted. Whenever County- owned equipment is used for out-of-state travel, prior permission for use shall be obtained from the appropriate elected official or designee within the respective office: Executive, Presiding Judge of District or Superior Courts, Prosecuting Attorney, or Chair of the Council, or respectivedesignee.

(Ord. 95-92 § 1 (part), 1995); Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.010)

PCC 3.92.015 Definition.

"Authorized travel" means any travel by a County official or employee for the purpose of official County business which is approved by the Executive, the Department Director or designee, or the Council Chair or designee.

(Ord. 95-92 § 1 (part), 1995)

PCC 3.92.020 Meals, Lodging, Travel, and Incidentals.

In addition to the rates of pay and other allowances set forth in the annual budget of the County, County officials and employees shall be reimbursed for all reasonable and necessary expenses related to the operation of the County and the position held by the County official or employee and incurred in the course of authorized travel on County business.

A. Reimbursements shall be made for actual expenses incurred for convention, seminar, or other registration fees; reasonable expenses incurred at meetings related to official County business; transportation to destination and return or mileage in accordance with Section 3.92.030; single occupancy lodging and automobile rental when overnight lodging is required; and incidentals.

B. Reimbursements shall be made for expenses incurred for meals as follows:

Meals in connection with authorized attendance at meetings, conventions, or conferences;
Meals when official business prevents an employee from returning to his or her home by 7:00 p.m., except for employees whose normal duty hours extend beyond 7:00 p.m.;
Meals for employees engaged in authorized emergency repair or operations substantially beyond their normal duty hours;
The amounts allowed for meal reimbursement shall be as follows:
In addition to the meal allowances set forth in Subsection B.4. above, a gratuity of fifteen percent of the base cost of the meal provided is allowed.
The County will allow one-time meal expenses for persons serving on a non-paid ad-hoc board or committee, such as employee or consultant selection committees, and for an approved volunteer recognition function.

C. Reimbursement shall be made for reasonable expenses for meals, coffee, and light refreshment served to elected and appointed officials and County employees regardless of travel status at a meeting where:

The purpose of the meeting is to conduct official County business or to provide formal training to County employees or County officials;
The meals, coffee, or light refreshments are an integral part of the meeting or training session;
The meeting or training session takes place away from the employee's or official's regular workplace; and
The Executive, the Council Chair or designee, or the Department head or designee approves payments in advance for the meals, coffee, or light refreshments.
(Ord. 95-92 § 1 (part), 1995; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.020)

PCC 3.92.025 Exception.

Employees of the Office of Government Relations, for each day engaged in legislativebusiness in Olympia during a session of the Washington State Legislature, shall receive, in lieu of reimbursement for meals and lodging in the manner and at the rates provided in this Chapter, an amount equal to the per diem established for members of the Washington State Legislature.

(Ord. 90-25 § 1 (part), 1990)

PCC 3.92.030 Mileage.

A. Any County officials and employees who are required or authorized to use their private automobiles in the performance of their official duties shall be allowed a reimbursement equal to the standard mileage rate allowed by the Internal Revenue Service for income tax deduction purposes unless otherwise provided by union contract.

B. All mileage payments are for each mile of necessary travel, provided that:

Reimbursement for mileage shall not exceed the round- trip coach airfare of a common carrier; and
Reimbursement for mileage shall be prohibited for travel by County officials or employees between their usual place of residence and their usual place of work. Parking expenses may be claimed under the category of incidentals and shall include official County automobiles.

(Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.030)

PCC 3.92.040 Mileage Reimbursement to Volunteers.

A. Volunteers of Pierce County performing services to alleviate the duties performed by the County employees, may be reimbursed for mileage expenses incurred when authorized by the appropriate elected official or designee in their respective offices: Executive, Presiding Judge of District or Superior Courts, Prosecuting Attorney, or Chair of the Council.

B. Volunteers shall be reimbursed for mileage at the same rate as full-time County employees pursuant to this Chapter.

C. All claims for expenses shall be approved by the department heads supervising the volunteer.

D. The "claim for expenses" form currently used for full-time County employees shall be used for volunteers. The department head submitting the claim for expenses shall clearly indicate on the form "volunteer."

E. All reimbursements paid to volunteers of the County shall come from existing departmental budgets upon approval by the responsible department head. The payments shall be requested only with the approval of the department head responsible for the budget paying the expenses.

(Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.035)

PCC 3.92.050 Expenses for Which Reimbursement is Not Available.

No reimbursement shall be authorized or allowed for:

A. Fines, penalties, and/or forfeitures;

B. Tobacco, alcoholic beverages, personal telephone calls or telegrams, or other like personal items;

C. Meals or lodging in lieu of other meals and/or lodging the expense of which is included in a convention or other registration fee;

D. Meals or other expenses for persons not employed by the County, except as provided in Section 3.92.020;

E. Any unreasonable or unnecessary expense which may be otherwise permitted under this Chapter as determined by the appropriate elected official or designee in their respective office: Executive, Presiding Judges of District or Superior Courts, Prosecuting Attorney, or Chair of the Council.

(Ord. 95-92 § 1 (part), 1995; Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.040)

PCC 3.92.060 Expenses Requiring Prior Authorization.

Reimbursement for travel expenses incurred for travel, seminars, and for convention and/or education purposes shall be allowed only when authorized in advance on the appropriate form by the following elected officials in their respective offices: Executive, Presiding Judges of District or Superior Courts, Prosecuting Attorney, or Chair of the Council, or his or her designee. This Section shall not apply to investigations conducted by the County Sheriff or Prosecuting Attorney.

(Ord. 95-92 § 1 (part), 1995; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.050)

PCC 3.92.070 Claims for Reimbursement.

Claims for reimbursement of mileage shall state the dates and places, the number of miles, and the purpose or reason for the travel. Claims for reimbursement of travelexpenses other than mileage shall be accompanied by invoices and/or receipts for all individual expense items in excess of $20.00, except for meals. Invoices and/or receipts showing payment of overnight lodging expenses shall have clearly identified thereon the single occupancy rate. No reimbursement shall be made for expenses for alcoholic beverages.

(Ord. 95-92 § 1 (part), 1995; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.060)

PCC 3.92.080 Approval of Payment.

A. Non-council officials and employees. No claim for reimbursement for travel expenses shall be paid unless approved by the responsible elected official or designee.

B. Travel Expenses of County Councilmembers/employees. No claim for reimbursement for travel expenses by Councilmembers/employees shall be paid unless approved by the Chair of the Council or designee. No claim made by the Chair shall be paid unless approved by the Vice Chair or designee.

(Ord. 95-92 § 1 (part), 1995; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.070)

PCC 3.92.090 Claims - Time Limits and Penalty for False Submissions.

Except as provided in Section 3.92.110, all claims for reimbursement must be submitted to the Budget and Finance Department within thirty days, or immediately upon return from travel, on a form approved by the Budget and Finance Department, signed by the claimant, and approved by the claimant's department head. Any person who knowingly approves or pays or causes to be approved or paid a false or untrue claim shall be punishable and civilly liable under RCW 42.24.110.

(Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.080)

PCC 3.92.100 Advance Allowances - Authorization.

A. Officials and employees of the County may receive advance cash allowances covering anticipated, reimbursable expenses to be incurred in the course of all authorized travel on County business. Such advance allowances shall be made upon the prior request of such officials and employees when approved by the appropriate department head where the nature and duration of travel justify such advance or where the failure to make such advance would result in economicinconvenience to such official or employee. Requests for such advances shall be made on such form as approved by the Budget and Finance Department. Authorization for the issuance of warrants shall be made not more than five days prior to commencement of the authorized travel.

B. In cases where some of the necessary reimbursable costs and expenses are deemed to be properly payable prior to five days before the commencement of travel, the Budget and Finance Department may issue warrants limited to those specific amounts.

(Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.090)

PCC 3.92.110 Advance Allowances - Accounting, Repayment, and Liability for Failure to Repay.

Travel advances shall be accounted for by submission of a proper claim and any excess repaid within ten days following the completion of travel, and failure to do so shall render the official or employee receiving such advance personally liable for the full unpaid amount plus interest at ten percent per year from the date of default until repaid, and the County shall thereupon have a prior lien against and a right to withhold all funds payable or to become payable by the County to such official or employee. No advance shall be made to any official or employee who is delinquent in accounting for or repaying a prior advance. Under no circumstances shall any advance be considered as a personal loan to any official or employee and any unauthorized expenditure of any such advance shall be deemed a misappropriation of public funds.

(Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.100)

PCC 3.92.120 Advance Travel Revolving Account.

There is established the Pierce County Advance Travel Revolving Account to be used solely for the purposes of making advance payments of travel expense. This account will be maintained and replenished in strict accordance with RCW 42.24.130 and the directives of the Office of the State Auditor. The custodian of this account and the amount to be provided shall be set forth by separate resolution which shall be kept current.

(Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.110)

PCC 3.92.130 Sheriff's Advance Travel (Extraditions) Revolving Account.

A. There is established the Pierce County Sheriff's Advance Travel (Extraditions) Revolving Account to be used solely for the purpose of making advance payments of estimated travel expenses of an extradition. This account will be maintained and replenished in strict accordance with RCW 42.24.130 and the directives of the Office of the State Auditor. Payment will be made only when authorized in advance by the County Executive or a person so designated by the County Executive.

B. Once the County official or employee has submitted a proper claim and repaid any excess, the custodian of the account will make the proper claim for reimbursement from the Travel (Extraditions) Revolving Account. The custodian of this account and the amount to be provided shall be set forth by separate resolution which shall be kept current.

(Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; prior Code § 6.60.120)

PCC 3.92.140 Expenses of Applicants for County Positions.

A. When selecting personnel to fill County positions requiring special experience and training, it may be necessary, in order to insure selection of the most qualified, for applicants for such positions to be personally interviewed. In such cases, payment by the County for interviews is a proper municipal expense and for a proper municipal purpose only when authorized in advance by the elected officials in their respective office: Executive, Presiding Judge of District or Superior Courts, Prosecuting Attorney, or Chair of the Council or their respective designee. These expenses shall be paid on the same basis as those of employees or officials of the County.

B. The County Council may approve reimbursement of moving expenses of a new County employee, necessitated by acceptance of a non-elected County position, pursuant to mutual agreement with such employee in advance of employment; provided, that the negotiated reimbursement amount shall not exceed sixty-five percent of the new employee's actual moving expenses. This reimbursement shall be available only for new professional or management County employees in positions requiring special experience and training and must involve a move of over seventy-five miles. The new employee shall sign a written contract providing that if the new employee terminates or is terminated within one year of the date of employment, the County shall be entitled to reimbursement for the moving expenses which have been paid and may withhold such sum as necessary therefor from any amounts due theemployee, plus suing for any unpaid balance. The contract shall be signed before any reimbursement can be paid.

(Ord. 92-163 § 1 (part), 1993; Ord. 90-25 § 1 (part), 1990; Ord. 84-46 § 1, 1984; Res. 22542 1, 1980; prior Code § 6.60.130)

Not an official copy.

Pierce County Code Chapter 3.92 Reimbursement of Expenses

Pierce County Code Chapter 3.92
Reimbursement of Expenses