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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date : July 3, 2025  Amends - GO 4.7.5 (August 7, 2024 ) Number: 4.7.5 Distribution: All Personnel Review Month: September Reviewing Authority: Undersheriff / Fiscal Management Subject: Travel Regulations This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to establish a uniform method of reimbursing agency personnel who are authorized and approved to incur travel expenditures in connection with official agency business. 2. Policy It shall be the policy of the agency to reimbur se authorized persons, in accordance with agency established procedures, who have incurred travel expenditures in connection with official agency business. 3. Definitions A. Authorized Person/Traveler - employees and consultants working on behalf of the agency. B. Class A Travel - continuous travel away from official headquarters’ immediate vicinity when it is considered reasonable and necessary to stay overnight and for which travel expenses are approved. C. Class C Travel - travel for sh ort or day trips where the traveler is not away from official headquarters’ immediate vicinity overnight. D. Duty Station - the location to which a person is assigned. E. General Services Administration (GSA) - a US government agency that manages federal proper ty, provides acquisition and procurement services, and develops government -wide cost -minimizing policies. F. Immediate Vicinity - Orange County and its bordering counties. G. Official Headquarters - Orange County. 4.7.5, Page 2 of 5 H. Per Diem/ Subsistence Allowance - an allowance whereby travelers are reimbursed for meals while on Class A travel for official business. Current rates for travel are breakfast - $14.00, lunch - $17.00, and dinner $30.00 I. Travel Day - a period of 24 hours. J. Travel Expenses - the usual ordinary and incidental expenditures incurred by a traveler. K. Travel Period - A period of time between the time of departure and time of return. 4. Procedures A. Out of County Travel 1. Travel Request/Reimbursement a. A Travel Request Form will be used by all persons when requesting approval for Class A travel. The Travel Request will include the name of the traveler , purpose, period of travel, and estimated costs. A copy of the program or agenda of the convention or conference, etc., itemizing registration fees and any meals or lodging included in the registration fee, will be attached to the Travel Request . b. All Travel Request s must be signed by the traveler and the Division Commander, or Chief Deputy or Sheriff, if applicable. Training Fund (004) travel must also have the training fund Administrator's signature. The Travel Request should be submitted to the Fis cal Management via email to OCSOTravel@ocsofl.com prior to the commencement of travel leaving 10 business days to submit any registration fees, etc. c. New travel request emails should follow a standard format to ensure clarity and consistency. The subject line should include **NEW REQUEST** , EID #, name, trip location and travel . 2. Lodging Costs and Reimbursement a. Lodging costs will not be reimbursed to agency personnel for hotel charges inside Orange Cou nty and within the immediate vicinity. b. Lodging costs should be consistent with the GSA rates, while being reasonable and necessary for location and time of year. Facilities providing special government or commercial rates will be used when feasible. Any h otel rate over 10% of the listed GSA rate (not including taxes or fees) must be approved by the Comptroller or designee. In the event the special government rate is not available, the trav eler is required to find a lower cost and closest alternative. b. The rank of Captain, equivalent or above, may utilize their P -card for their hotel charge and ride sharing costs. In accordance with GO 17.1.4 for P -card usage travel exceptions. 3. Lodging Accommodations To manage travel costs eff iciently, the following has been implemented for all travelers holding the rank of Sergeant, Supervisor, and below. a. Shared Room Requirement 4.7.5, Page 3 of 5 The agency will cover the full cost of one hotel room that is designed to accommodate two individuals. Travelers wil l be paired with another eligible staff member of the sam e gender and rank when possible . Any exceptions to this policy will be approved by the Division Commander. b. Opt-Out Option for Private Lodging If a traveler prefers not to share a room, they may volun tarily opt out of the shared accommodation arrangement. In such cases, the traveler has two options: 1. Split the Cost: If two travelers both prefer private lodging, they may mutually agree to split the cost of an additional room not covered by the agency. 2. Full Self -Payment: A traveler may choose to secure a private room at their own expense, covering the full cost without agency reimbursement. 4. Rates of Per Diem and Subsistence Allowance Reimbursement rates for per diem and subsistence allowance will be determined by Fiscal Management using the amounts determined by GSA. 5. Transportation