34122301 (1).pdf

\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER: G - 50 GENERAL ORDER RESCINDS: SUBJECT: Travel Policy EFFECTIVE: October 10, 2005 REVISED: June 20, 2017 Table of Contents: I. Purpose II. General Provisions A. Purpose B. Scope C. Employees’ Responsibility D. Legal Authority E. Definitions F. Duty Status – Conduct of Employee G. Penalties for Submitting False Travel Claim III. Training & Travel - Required Approval to Attend A. Required Authorization to Attend Training / Incur Expenses B Priority Levels for Training Request C. Investigative Travel IV. Travel/Training Forms/Submittal Requirements A. Training Request Form – Class C Day Travel B. Training Request/Travel Form (Class A/B Travel) C. Class C (Day Travel) Meal Allowance Request Form D. Mileage/Tolls/Parking Reimbursement Form E. Mandatory Training Submittal Requirements F. Travel Form Submittal Deadlines V. Eligible Travel & Transportation Expenses A. Conferences/Conventions/Training Classes B. Lodging C. Meal and Incidental Expense Rates (Class A/B Travel Only) D. Calculating Meal (M&IE) Allowances E. Subsistence Allowance (Class C Travel Only) F. Transportation G. Other Eligible Travel Expenses H. Travel Advances/Travel Completion I. Other Travel Information VI. Subsistence Allowance – Other Events VII. Travel Time – Payroll Issues A. Training Time B. Driving Time C. Travel Time – Passenger D. Travel Time - Waiting I. PURPOSE GENERAL ORDER Sheriff’s Office Travel Policy GO # 50 PAGE 1 OF 19\n\n--- Page 2 ---\n\nThis directive describes the Sheriff’s Office travel policy. II. GENERAL PROVISIONS: A. Purpose: This directive provides policy pertaining to training requests and travel reimbursement for employees and volunteers (hereafter referred to collectively as employees) conducting Sheriff’s Office business. Included in this policy are rules and regulations providing: 1. Chain of command approval for training and travel requests, 2. Equitable and consistent standards for travel reimbursement, 3. Uniform administrative and accounting procedures for processing training and travel requests, 4. Compliance with Florida law concerning travel by Sheriff’s Office authorized employees, 5. Compliance with IRS regulations governing accountable employer travel expense plans, and 6. Answers to common payroll issues experienced by employees in a travel status. B. Scope: This policy applies to all employees, volunteers and other personnel authorized to conduct travel on Sheriff’s Office business. C. Employees’ Responsibility: 1. It is the responsibility of each individual employee to select the most economical method of travel for each trip. Questions of time-efficiency and cost-effectiveness must be answered in the best interest of the Sheriff’s Office and taxpayers of Seminole County and not for the convenience of the employee. Every effort must be made to obtain the lowest cost airfare, most economical hotel rate (always ask for the government rate) and other transportation related expenses at the most economical cost. 2. The employee must ensure that expenses pertaining to any leave time the employee may take prior to or after the conclusion of the travel period authorized by the Sheriff’s Office is at the sole expense of the employee. The Sheriff’s Office is not responsible for the expenses of any family member or guest of the employee who may accompany the employee on the trip. 3. The employee is required to attend the function (training class, seminar, etc.) in its entirety, for which travel is authorized. Failure to do so may result in disciplinary action up to and including termination and including repayment for expenses incurred. 4. It is the responsibility of the employee to present the Sheriff’s Office State Sales Tax Exemption Form, available from Financial Services, to prevent unnecessary charges for sales tax while on travel in the State of Florida. D. Legal Authority: 1. Authority for this policy is codified in Section 112.061, Florida Statutes, as amended by the Florida Legislature in 2003 - which extended to Constitutional Officers, the authority to establish per diem, subsistence and mileage rates for agency employees and other authorized persons traveling on official business. GENERAL ORDER Sheriff’s Office Travel Policy GO # 50 PAGE 2 OF 19\n\n--- Page 3 ---\n\n2. The Federal Fair Labor Standards Act (FLSA) governs the payment of wages for time spent in a travel status. 3. The Internal Revenue Service (IRS) establishes tax liability regulations governing travel reimbursements. E. Definitions: 1. Approving Authority: The Sheriff or his designated representative who must approve all travel in accordance with Section 112.061(3)(a), Florida Statutes, and these guidelines. 2. Authorized Employee: Employees, volunteers or members of the public authorized by the agency to conduct business and incur travel expenses on behalf of the Sheriff’s Office. This definition does not include consultants and vendors hired by the Sheriff’s Office under contractual agreements to provide agency services. 3. Authorized Travel: Authorized travel for the direct benefit of the Sheriff’s Office, to include: attending school, seminars, conventions, conferences and other meetings, conducting investigative interviews or performing investigative responsibilities, inspecting facilities or equipment on behalf of the Sheriff’s Office, purchase and/or transport of equipment from distant points, performing responsibilities under an inter-local or mutual aid agreement, conducting customary Sheriff's Office functions, and conducting business as required on behalf of the Sheriff’s Office as approved by its chain of command. 4. Common Carrier: Train, bus, commercial airlines operating scheduled flights, and rental car agencies. 5. Conference: The coming together of persons with a common interest or interests for the purpose of deliberation, interchange of views, or for the removal of differences or disputes and for discussion of their common problems and interests. The term also includes similar meetings such as seminars and workshops that are large formal group meetings that are programmed and supervised to accomplish intensive research, study, discussion and work in some specific field or on a governmental problem or problems. 6. Convention: A convention is an assembly of a group of persons, representing and, coming together for a common purpose. 7. Local Travel: Authorized travel on Sheriff's Office business within Seminole County or counties contiguous to Seminole County. 8. Meals and Incidental Expense Rate (M&IE): The Federal Meal and Incidental Expense Rate (M&IE) authorized under the Federal Travel Regulation in Title 41, Chapter 301 (Travel Allowances) for travel within the continental United States. This rate covers meals and out of pocket expenses such as meal tips. When combined with the Federal Lodging rate, the two combined rates constitute the Federal Per Diem Rate. GENERAL ORDER Sheriff’s Office Travel Policy GO # 50 PAGE 3 OF 19\n\n--- Page 4 ---\n\n9. Official Headquarters: For all travel on behalf of the Sheriff’s Office, the official headquarters for the employee shall be the facility out of which the individual is normally assigned as a work location. 10. Point of Origin: The geographic location of the employee’s official headquarters, or the geographic location where travel begins, whichever is the lesser distance from the destination. 11. Travel Period: The period of time between the time of departure and the time of return. 12. Types of Travel (as defined in Section 112.061, Florida Statues): a. Class A Travel: Continuous travel of more than 24 hours away from official headquarters, including an overnight stay. b. Class B Travel: Continuous travel of less than 24 hours involving overnight absence from official headquarters, not including an overnight stay. c. Class C Travel: Travel for short day trips where the employee is not away from official headquarters overnight. 13. Vicinity Mil