i? Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TCP 010 Tulsa county Approved By: Approval Date: Supersedes: Prevrous Date: TULSA COUNTY BUDGET BOARD 06112I06 TCP 010 A. SUMMARY: Establishes regulations for travel requests, authorization, itemization, and reimbursement of related travel expenses. NOTE: Additionally provides regulations applicable only to the Tulsa County Sherist Of?ce for travel credit card usage by authorized employees (and reserve deputies or volunteers), and for ?9 certain travel expenses incurred during extradition of inmates from otherjurisdictions. Q, Ir 7>>An B. APPLICABLE To: Tulsa County Of?cers, their employees and of?cially approved volunteers. C. DEFINITIONS: 1. Travel Expenses: Expenses incurred while acting away from home in the scope of employment with Tulsa County, such as mileage, meals, lodging, toll road fees, telephone use, authorized training materials, and other ordinary expenses for which an employee may be reimbursed by Tulsa County (19 0.8. Sections 161-164). 2. Travel Status: For meal and lodging purposes, absence overnight from the employee's home area or of?cial station area while performing assigned of?cial duties (74 0.8. Section 500.7). 3. Per Diem: A ?xed allowance for each day?s expense. D. REFERENCES: 1. 19 Oklahoma Statutes 2001, Sections 161-164 (Reimbursement of travel expenses of County Of?cers and deputies [employees]). 19 0.8. 2001, Sections 1506-1507 (Sheriff?s Of?ce credit card issuance). 74 0.8. 2001, Sec. 500.1 et seq, ?State Travel Reimbursement Act.? Internal Revenue Code of 1986, as amended. Tulsa County Policy TCP 004, ?County Vehicle Usage.? 91:593.? E. ENCLOSURES: 1. Tulsa County Travel and Expense Itemization, Form 1204, and Sample Completed FormPer Diem Rates for Meals and lncidentals within the State of Oklahoma (as issued by the General Services Administration as of the approval date of this procedure). 3. Vehicle Mileage Report, Form 2005. 4. Tulsa County Sheriff?s Of?ce Training Request, Form 3647. TCP 010 Travel and Mileage Page 1 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TSP 010 F. POLICY: 1. Tulsa County employees may be given an assignment pertaining to training and/or other work- related tasks that bene?t Tulsa County. 2. The assignment may require the employee to travel outside the Tulsa metropolitan area. Tulsa County employees are to follow the listed procedures when traveling. 3. Approval of employee business travel and reimbursement is at the discretion of the respective County Of?cer, within the respective travel budget and statutory requirements. All reimburse- ments require submission of appropriately completed and approved expense forms, together with itemized, dated receipts where required. G. PROCEDURE: 1. AUTHORIZED EXPENSES a. Subject to the limitations of Oklahoma Statutes and Tulsa County policies and budget appropriations, funding will be provided for training and travel expenses to include: 1) Registration fees; 2) Transportation (airfare, personal vehicle mileage, parking fees, toll fare, car rental, etc); 3) Lodging; 1: 3.5 4) A per diem for eligible meals and incidental expenses; em? 5) Pre?approved training materials. b. At the discretion of the County Of?cer, registration fees and business travel costs for lodging and/or airfare may be prepaid (purchased from a vendor) by Tulsa County, and employees 477"} may be reimbursed for their authorized business travel expenses after proper, itemized and dated claims (together with any required receipts and/or related documentation) are submitted. ?ed! (Vl?thin the limitations of applicable policy, certain types of expense do not require speci?c itemized receipts, so long as the reimbursement is approved by the County Officer/Division Director. See ?Meals and Incidental Expenses: Method of Computing Per Diem,? beginning on Page 4; ?Miscellaneous Travel Expenses,? G-9, Page 5; and ?Personal Vehicle Mileage Reimbursement,? 6-11, Page 6.) 2. REQUEST FOR TRAINING a. Tulsa County pays for training and travel expenses incurred by an employee on of?cial business, so long as the employee has written authorization prior to incurring such expenses. b. All travel and training expenses Shall be paid or reimbursed in accordance with Title 19 08. Sec. 161-164 or Title 74 0.8. Sec. 500.1 et seq. 0. Employees desiring to attend a training seminar or conference must obtain prior written approval of the respective County Officer (or an authorized designee), through their department chain of command. NOTE: County Of?cers will determine departmental procedures for requesting and receiving prior written approval for training/travel by employees of the respective of?ces. AS an example, see Enclosure 4, Page 14, for the Tulsa County Sheriff?s Of?ce Training Request, Form 3647. Sherist Of?ce procedures require employees desiring to attend a training seminar or conference to complete the Training Request form, plus Course Registration Forms, and submit the completed forms to the Division Captain, through the chain of command. Requests are then forwarded to the Services Travel Coordinator to be put on the Weekly Training Request list, to be approved or denied at the weekly staff meeting. After the decision is noted on the form, the yellow copy of the Training Request is returned to the originating Division Captain and the pink copy is returned to the requesting employee. TOP 010 Travel and Mileage Page 2 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TCP 010 G. PROCEDURE: 3. REQUEST FOR TRAVEL a. Prior to leaving the County on of?cial business, employees must receive authorization. Requests must be completed and authorized three weeks prior to the date of the seminar, conference or other training unless a shorter time frame is speci?cally permitted at the discretion of the respective County Of?cer. b. After determining that an employee's travel request is in the best interest of Tulsa County and is budgeted in the department or division?s training and/or travel accounts, the approving County Officer or Division Director will arrange for the departmental bookkeeper to submit a purchase order for the encumbrance of funds for the approved travel. NOTE: In the case of divisions under the Board of County Commissioners, prior to encumbrance the Division Director will first fonrvard a request memo to the 8000 5,7772% Chairman for preliminary review and forwarding to the County Clerk?s office to have 55, {as} E: the employee?s travel request placed on the Board of County Commissioners? meeting agenda for the Commissioners? approval. A copy of the memo must also be sent by the requesting division to the other two Commissioners and the Board?s Chief Deputy prior to the meeting. The memo should include all relevant information, to include at minimum the employee name(s), destination, reason for travel, time frame, approximate cost, and mode of transportation. 0. Employees may not receive a per diem allowance unless they are out of the Tulsa metropolitan area overnight. (For information on per diem, see ?Meals and Incidental Expenses: Method of Computing Per Diem,? G-8, beginning on Page 4.) d. Employees will not make their own lodging or other travel arrangements, unless authorized to do so. 4. PUBLIC TRANSPORTATION a. Authorized Tulsa County personnel traveling on of?cial County business may utilize railroads, airplanes, buses or other public conveyances with approval. b. Reimbursements for airfare will not exceed coach class (or the most economical airfare available, but not to include ??rst class? fare). 0. Vehicle rental for business transportation may be utilized when such expense is shown to be more economical than cab or bus fare. 1) Unless proper justi?cation is provided, employees may only be reimbursed for one of the above forms of transportation, not both. 2) If an employee chooses to utilize a cab and/or bus system, the employee may not be reimbursed for vehicle rental without proper justification. d. Other public conveyance fares will not exceed normal charge, but in no instance may fares exceed coach class airfare. 5. TRAVEL BY TWO OR MORE EMPLOYEES a. When two or more employees are traveling in one vehicle, only the employee incurring the expense will receive travel reimbursement. The employee(s) making no expenditure shall not be entitled to reimbursement. b. When more than one County employee occupies the same room at a public lodging place, an employee may pay another employee?s lodging bill, as long as the other employee does not make claim for the same lodging expense. G-5 continues on the following page. 9 TOP 010 Travel and Mileage Page 3 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TCP 010 G. PROCEDURE: 5. TRAVEL BY Two OR MORE EMPLOYEES (CONTINUED) 0. Recognizing that individual sensitivities and circumstances vary, it is the policy of Tulsa County that, when employees travel together on authorized business, an employee who prefers not to share a room may elect to occupy and claim reimbursement for single?occupancy lodging accommodations. 6. BUSINESS TRAVEL WITH FAMILY MEMBERS a. Family members may accompany employees on out?Of?County business trips. However, if a County vehicle is used, pre-approval of the County Of?cer/designee is necessary. b. No reimbursement will be allowed for any expenses other than those incurred by the employee for approved reimbursable business purposes. 7. LODGING NOTE: Also see G?5b, Page 3, for information on public lodging expenses for travel by two or more employees. 4.77?? a. Overnight lodging expenses while in an approved of?cial travel status outside Tulsa County it :3 will be reimbursable at actual expense, provided that itemized room receipts issued by the hotel, motel or other public lodging place and showing the date(s) of lodging must accompany claims for such reimbursement. It is at the discretion of the County Of?cer to authorize such lodging. b. Any room tax and/or energy surcharge should be included in the total claimed for lodging reimbursement at actual expense. These charges need not be listed separately on the Travel and Expense ltemization, so long as the total actual expense claimed for lodging is veri?ed by valid, itemized and dated receipt(s). c. Reimbursement for lodging on out?of?state business travel shall not include any expense incurred more than 24 hours before the start of, or more than 24 hours after conclusion of, the meeting, workshop, conference or other business objective of the trip. d. Nonbusiness telephone calls and other nonbusiness expenses will not be charged on the room bill unless the employee pays these expenses at the time of checkout. 8. MEALS AND EXPENSES: METHOD OF COMPUTING PER DIEM NOTE: See 19 0.8. Sec. 161-164 and 74 0.8. Sec. 500.1 et seq. 3. There will be reimbursement for meal expense only in connection with approved overnight travel outside Tulsa County. Employees will not receive a per diem unless they are out of the Tulsa metropolitan area overnight. Approval of such reimbursement is at the discretion of the County Of?cer. b. Reimbursement of employees? meals and incidental expenses shall be calculated fl 9? ?3 and approved only as a per diem at the applicable rate, for each day the employee Teak" an eligible travel status. Receipts for meals and expenses are not required for authorized employees to claim the per diem, so long as eligible travel status is otherwise sufficiently documented. G-8 continues on the following page. 9 TOP 010 Travel and Mileage Page 4 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TOP 010 G. PROCEDURE: 8. MEALS AND INCIDENTAL EXPENSES: METHOD OF COMPUTING PER DIEM (CONTINUED) 0. The per diem rate for meals and incidental expenses shall be the applicable CONUS rate (or other applicable rate if travel outside the continental US. is approved) for in effect for the date and location of the expenses, based on the provisions of the Internal Revenue Code and the rates issued by the General Services Administration (GSA). (See Enclosure 2, Page 12.) NOTE: CONUS rates limit reimbursement for meals and incidental expenses on the ?rst and last days of approved travel to 75% of the per diem rate which would othenNise apply. d. Reimbursement for meals on out-of?state business travel shall not include any expense incurred more than 24 hours before the start of, or more than 24 hours after the conclusion of, the meeting, workshop, conference or other business objective of the trip. e. per diem rates include meals, tips and fees for food, and (personal) luggage handling type services. 9. MISCELLANEOUS TRAVEL EXPENSES a. Authorized and approved general miscellaneous travel expenses may be reimbursed based on itemization on the Travel and Expense ltemization, Form 1204. These expenses must be listed separately and an explanation must be noted on, or attached to, the ltemization form. Each miscellaneous expense must be clearly connected with the purpose of travel, and must not be required to be grouped in another category of travel expense. There must be a clear business reason for the expense and, unless self?explanatory, a statement explaining the business need for the expense must be provided. Receipts should generally be provided; however, toll fees and certain single miscellaneous expenses (such as business-related phone calls, fax charges, etc.) and local transportation costs (such as, shuttle fare to and from airport, business?related taxi fares, etc.) of less than $25.00 may be claimed for reimbursement based on itemization of the expense on the travel voucher without receipt documentation. b. Reimbursement of approved and authorized miscellaneous travel expenses may include business-related cab fares; parking and toll fees; business communications telephone, postage, fax, etc.), baggage handling (non-personal) for equipment and materials; gas and oil (when County-furnished vehicle or contract rental car is approved and authorized for travel); rental of a meeting room for official County business; necessary laundry and cleaning services (for travel of 7 days or longer or required in emergency situations); emergency and other expenses (excluding personal) incidental to the purpose of travel, etc. c. Purchases and charges of a personal nature, such as telephone calls to family or friends, reading materials, over-the-counter medicines, non-business use transportation, etc., are NOT allowable business reimbursement expenses. TOP 010 Travel and Mileage Page 5 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT G. PROCEDURE: 10. CLAIMS SUBMISSION NOTE: See 19 0.8. Sec. 161-164. a. Upon returning from approved business travel, employees must complete a Tulsa County Travel and Expense Itemlzation (Form 1204; see Enclosure 1, Page 10), listing travel information and actual expenses. (Exception: Travel which results o_nly in reimbursement of mileage and parking expenses requires a Vehicle Mileage Report to be completed, but not the Travel and Expense Itemlzation form; see G-11, Page 6.) The allowable reimbursable amount will be ?gured by the departmental bookkeeper or another quali?ed employee designated of the County Of?cer, and submitted in proper form. b. The Itemlzation form will be signed by the employee performing the travel and approved by the County Of?cer/Division Director or an authorized designee. c. Legible, itemized and dated receipts are required for reimbursement of all approved travel expenses (lodging, registration, transportation [airfare, car rental, parking, etc.], and authorized training materials). This applies also to credit card invoices with receipts attached. Reimbursement may be made only if supported by valid receipts, except for the meal per diem (see Page 4), certain miscellaneous expenses of less than $25.00 (see G-9a, Page 5), and personal vehicle mileage (see 1, Page 6). d. Meals and lodging expenses incurred within Tulsa County are excluded from travel reimbursement. e. Claims for expenses incurred in of?cial travel status shall not cover periods in excess of 31 days and must be filed by the end of the following month. Travel/mileage claims must be ?led within the ?scal year expenses were incurred; it is prohibited to create a new indebtedness chargeable to an appropriation account of the prior ?scal year. f. The completed Travel and Expense Itemlzation form and all required itemized, dated receipts shall be submitted to the County Officer/Division Director or authorized designee within 5 working days (or less, if required by the department) of the employee?s return from authorized business travel. The departmental bookkeeper must submit the appropriately completed Travel and Expense Itemlzation form and supporting itemized, dated receipts, with the applicable P.O./Claim, to the County Clerk?s Of?ce for placement on the BOCC meeting agenda and for issuance of the employee?s reimbursement check upon ?nal BOCC approval of the Claim. 1 1. PERSONAL VEHICLE MILEAGE REIMBURSEMENT NOTE: See the "County Vehicle Usage? Policy (TCP 004) in travel situations in which a County Of?cer/designee authorizes an employee to travel on of?cial business using a County vehicle from the motor pool maintained by the Building Operations division. 3. The reimbursement rate for authorized use of privately owned motor vehicles for County business shall be the standard mileage rate allowed for a business expense deduction by the Internal Revenue Service. All personal vehicle expenses (fuel, ?uids, wear, repairs) are included in the standard rate and are not separately reimbursable. Employees shall not be reimbursed for mileage from their residences to their normally assigned work locations. G-11 continues on the following page. 9 TCP 010 Travel and Mileage Page 6 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TCP 010 G. PROCEDURE: 1 1. PERSONAL VEHICLE MILEAGE REIMBURSEMENT (CONTINUED) b. Reimbursement for the use of the employee's privately owned motor vehicle: 1) Must be fully logged by the employee as to the actual business mileage incurred (including starting location, destination, purpose of travel, and distance, and approved in writing by the County Of?cer/Division Director or designee). NOTE: The Vehicle Mileage Report (Form 2005; see Enclosure 3, Page 13) is to be used if claiming Qn_ly mileage and parking expense reimbursements. (In this case, odometer readings are also required.) If reimbursement of other expense(s) is being claimed in connection with the same business travel, list mileage and parking fees along with the other travel expenses on the Travel Expense itemization Form (Form 1204; see Enclosure 1, Page 10) instead. 2) Shall n_ot exceed coach class airplane fare. 3) Requires receipts for any parking fees associated with the use of the personal vehicle for approved travel. 4) Should be turned in to the departmental bookkeeper to process reimbursement without excessive delay, particularly if no additional business travel in a personal vehicle is anticipated within 31 days. (See G-10e, Page 6.) 0. Upon the County Of?cer/Division Director or designee?s signing the employee?s Vehicle Mileage Report to signify approval of mileage reimbursement, the departmental bookkeeper will thereafter submit a purchase order for the encumbrance of funds for the approved amount. The Vehicle Mileage Report, and any required itemized, dated receipts for parking fees must be submitted as supporting documentation with the applicable P.O./Claim when it is forwarded to the County Clerk?s Of?ce for placement on the County Commissioners? meeting agenda and for issuance of the employee?s reimbursement check upon final BOCC approval of the Claim. 12. OFFICE ONLY: TRAINING AND TRAVEL CREDIT CARD USAGE NOTE: See 19 0.8. Sec. 1506?1507. a. Only authorized Tulsa County Sheriff?s Of?ce employees, reserve deputies and volunteers may use Tulsa County Sheriff?s Of?ce credit cards. b. All expenses incurred above state law allowances as described in this procedure must be reimbursed by the employee responsible for said charges. The total reimbursement amount will be calculated by the Sheriff?s Services Travel Coordinator after ?nal review of the applicable credit card statement. c. Tulsa County Sheriff?s Of?ce credit cards are to be returned to the Sheriff?s Services Travel Coordinator within three working days of return. d. Tulsa County Sheriff?s Office credit cards may be used only for the following: 1) Lodging; 2) Meals; 3) Airfare; 4) Car Rental; 5) Fuel and automobile fluids. G-12 continues on the following page. 9 TCP 010 Travel and Mileage Page 7 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TCP 010 G. PROCEDURE: 12. OFFICE ONLY: TRAINING AND TRAVEL CREDIT CARD USAGE (CONTINUED) e. Employees must provide itemized documented receipts for each use of Tulsa County Sheriffs Of?ce credit cards. f. Employees have the option of using their personal credit card or taking a Tulsa County Sheriffs Office credit card for approved travel expenses (or of using both, under the speci?c, limited circumstances provided below). 1) With supervisory approval and in coordination with the Sheriff?s Services Travel Coordinator, employees may choose to use their personal credit card for meals and incidental costs (reimbursable at the applicable per diem rate), while using a Tulsa County Sherist Of?ce credit card to charge all other travel expenses related to Sheriff?s Of?ce business. If this option is chosen, the employee must apply the choice consistently throughout the period of business travel, i.e. the employee must charge some costs to the personal card while also charging other costs to the Tulsa County Sheriff?s Of?ce card. 477?:\ NOTE: In the case of deputies escorting an extradited inmate, the inmate?s costs 5? e" while in transit are regarded as a ?miscellaneous/other expense? for purposes ?emf of claiming any reimbursement which may be due. Within the limitations of this procedure, the deputy thus may charge an inmate?s meals to the Tulsa County Sheriff?s Of?ce credit card while (consistently) using a personal card for the deputy?s own meals and incidentals and claiming the per diem. See Page 9. 2) Other than the option speci?cally provided in the preceding paragraph, employees should n_ot use both the Tulsa County Sheriff?s Office credit card and their personal credit card for travel expenses related to Sherist Office business. In the event the employee elects to use a Tulsa County Sheriff?s Office credit card and an emergency arises whereby the card is rendered useless, the employee may use their personal credit card. Employees should notify the Sheriff?s Of?ce Administrative Services Division as soon as possible of any problems with the Tulsa County Sheriff?s Office credit cards. 3) If, by choice or emergency circumstance, the employee uses a personal credit card for travel expenses, the Sheriffs Of?ce will reimburse the employee for hotel, car and other expenses based on actual expenses shown on receipts and othenlvise in keeping with County travel policies and procedures. Meal expenses will be reimbursed at the applicable per diem rate without the need for submitting receipts. (See ?Meals and Incidental Expenses: Method of Computing Per Diem,? 6?8, Page 4.) fan? 13. OFFICE ONLY: IE ?5?0 3; OFFICIAL TRAVEL FOR INMATE EXTRADITION 9- a. Lodginq Durinq Travel for Inmate Extradition: A Sheriff?s deputy in approved travel status outside Tulsa County to escort an inmate being extradited from another jurisdiction may obtain overnight lodging (using the Sheriff?s Office credit card if authorized, or personal funds to be reimbursed at actual lodging cost per itemized receipts) within the provisions of this procedure. (See ?Lodging,? Page 4; and "Sheriff?s Of?ce Only: Training and Travel Credit Card Usage,? immediately preceding this section.) It is at the discretion of the County Sheriff or designee to authorize such lodging. G-13 continues on the following page. 9 TOP 010 Travel and Mileage Page 8 of 14 Procedure File Number TRAVEL AND MILEAGE REIMBURSEMENT TCP 010 G. PROCEDURE: 13. OFFIOE ONLY: 4 3.. 64$ by OFFICIAL TRAVEL FOR INMATE EXTRADITION b. Inmate's Meals and Incidental Expenses During Travel for Inmate Extradition: 1) A Sherist deputy in approved overnight travel status outside Tulsa County to escort an inmate being extradited from another jurisdiction may purchase meals and essential incidentals for the escorted inmate at a rate not to exceed the applicable CONUS per diem rate for (See Enclosure 2, Page 12.) 2) The Sheriff?s Of?ce credit card (see G-12, beginning on Page 7), if authorized, shall be the preferred method of paying necessary inmate meal costs during extradition travel outside Tulsa County. 3) If a Sherist Of?ce credit card is not available and approved and personal funds must be expended for this purpose, the deputy will be eligible to claim reimbursement for the inmate?s necessary costs within the limitations of this policy. Upon approval. inmates? costs are reimbursable to the deputy at actual cost (not as a per diem) as a ?miscellaneous expense," provided itemized receipts and a brief explanation are submitted with the claim to document the purpose and amount of the expense. 4) The Sheriff?s Of?ce may attempt to appropriately recoup the cost of inmates? meals during extradition. c. Deputv?s Meals and Incidental Expenses During Travel for Inmate Extradition: In overnight extradition cases, even though the escorted inmates? meal costs will generally be paid using the Sherist Office credit card, the deputy may (consistently during the travel period and within the limitations of this procedure) purchase his or her own meals and incidentals with a personal credit card or other personal funds and claim the per diem provided for employees in approved travel status (see F-8, beginning on Page 4). TULSA COUNTY BUDGET BOARD TCP 010 Travel and Mileage Page 9 of 14 TCP 010 Travel and Mileage Page 10 of 14 (Actual form is legal size.) TULSA COUNTY TRAVEL AND EXPENSE ITEMIZATION This form shall be attached to a properlyI completed purchase order for payment An Itemized expense receipt Is required to be attached before reimbursement can be medetor transportation. lodgin 9, registration, parlang. and certain other travel costs (Receipts are not required for med per dem or mileage Meals inCidental expenses be reimbursed only at the applicable per diem rate issued by the Genera Seniices Administration. First and last days of travel are limited to or the meal Der diem rate. See This claim shall not exceed 31 calendar days and must be filed before the end of the following month. For additional information, review Travel and Mileage Reimbursement Procedure TCP 010i Emoi'q?u'i DATE DATE ENTERED ENDED TRAVEL DRIGINATION CITY DESTINATION CITY TRAVEL STATUS STATUS BUSINESS MILES IN PERSONAL VEHICLE MEALS AT MISC. TOTAL RATE MILEAGE PER EARNED MILE (AMOUNT) LODGING REGISTRATION PER DIEM ATACTUAL FEES OTHER AMOUNT EXPENSE DLE FROM EXPENSE (LIST) COUNTY REASON FOR TRAVEL TOTAL IF MEAL 8. INCIDENTAL EXPENSES ARE BEING CLAIMEDI SPECIFY mag BE DIEM RATEIS): Exampfe: 1 day 34.9.00, 2 days@ $36.75 (75% of$49?tll COMMENTS: (Use the space below to provtde any additional explanation required for expenses claimed. such as details regarding "miscellaneous other expenses" listed. etc.) CLAIMANT: TYPE OR NEATLY PRIN I YOUR NAME IN THE BLANK BELOW. AND SIC-3N CLAIM I HEREBY CERTIFY THAT CERTIFICATION AT RIGHT BEFORE SUBMITTING THIS FORM TO SUPERVISOR FOR SIGNATURE I TOTHE BEST OF MY KNOWLEDGE, THE ABOVE EXPENSESARE TRUE AND OORRECTANDI HAVE NOT BEEN REIMBURSED 2? I HAVE A CURRENT OKLAHOMA LICENSE AND THE MINIMUM INSURANCE REQUIRED BY THE STATE OF CLAIMANTS NAME SIG NATLRE DATE I HEREBY CERTIFY THAT THIS WAS OFFICIAL COUNTY BUSINESS APPROVED BY SUPERVISOR PRIOR TO TRAVEL BEING UNDERTAKEN FONT-1204 (REV. 605) SIGNATURE DATE TCP 010 Travel-Mileage Reimbursement This enclosure consists of 2 pgs. TOP 010 Travel and Mileage Page 11 of 14 (Actual form is legal size.) TULSA COUNTY TRAVEL AND EXPENSE ITEMIZATION This form shall be attached to a properly completed purchase order for payment. This claim shall not exceed 31 calendar days and must be filed before the end of the following month For additional information review Travel and Mileage Reimbursement Procedure emit-awn An itemized expense receipt is required to be attached before reimbursement can be made for transportation. lodging. registration. pail-ring. and certain other travel costs. (Receipts are not required for mea per diem or mileage.) Meals 8 incidental expenses will be reimbursed only atthe applicable per diem rate issued by the General Services Administration First and last dave or travel are limited to 75% of the meal per diem rate. See DATE ENTERED TRAVEL STATUS REASON FOR TRAVEL ORIGINATIDN CITY DESTINATION CITY DATE END ED TRAVEL STATUS BUSINESS MILES IN PERSONAL VEI-I CLE MEALS AT PER DIEM RATE ISEENOTEZIABINEI MISC. OTHER EXPENSE (LIST) TOTAL AM DUNT DUE FROM COUNTY RATE PER MILE MILEAGE EARNED (AMOUNT) LODGING AT ACTUAL EXPENSE REGISTRATION FEES CODA Conference Feb. 7-9, 2006 Tulsa Oklahoma City 29-2005 232 miles .445 103.24 122.50 134.33 . 15-00 375 .12 parking fees 7.00 turnpike tolls 7'00 TOTAL 232 miles .445 103.24 122.50 13438 22.00 382.12 IF MEAL a INCIDENTAL EXPENSES ARE BEING CLAIMED, W: Example: 1 day $49.00,- 2 days@ $36.?5 {25% of $49.00). 1 day at $49.00 2 days 36.75 (75% 0649.00) COMMENTS: (Use the space below to provide any additional explanation required forexpenses claimed, such as details regarding "rriscellaneous D??l er expenses" listed. etc.) Parking $5 per day Turnpike tolls $3.50 each way CLAIMANT: IEE QB 3E5 L: YOUR NAME IN THE BLANK BELOW. AND SIGN CERTIFICATION AT RIGHT BEFORE SUBMITTING THIS FORM TO SUPERVISOR FOR SIGNATURE: John X. Ample CLAIMANTS NAME Form12iJ4(Rev E-DB) I HEREBY CERTIFY THAT: I. TO THE BEST OF MY KNOWIJEDGE, THE ABOVE EXPENSES ARE TRUE AND CORRECT AND I HAVE NOT BEEN REIMBURSED. 2. I HAVE A CURRENT OKLAHOMA LICENSEAND THE MINIMU INSURAN CE REQUIRED BY THE STATE OF OKLAHOMA. 2-14-06 SIG NATURE DATE I HEREBY CERTI FY THAT THIS WAS OFFICIAL COUNTY BUSINESS APPROVED BY THE SUPERVISOR PRIORTO TRAVEL BEING NCERTAKEN. 2-15-06 SUPERVI SI DATE SAMPLE COMPLETED TRAVEL EXPENSE ITEMIZATION (FORM 1204) TCP 010 Travel-Mileage Reimbursement This enclosure consists of 1 pg. IMPORTANT: Per diam rates for meals and incidental expenses are determined by the 9? :y GSA. and are usually updated annually with the start of the federal qovernment?s fiscal year each m? October 1. GSA establishes not only a ?standard? continental US. (CONUS) rate, but also a range of higher rates for more costly metro-area business travel destinations. (GSA also issues a per diem rate for lodging, but Tulsa County reimburses lodging during authorized business travel at actual cost based upon itemized, dated receipts rather than on a per diem basis.) It is recommended to check for the latest GSA per diem rates on the Internet prior to filing a travel reimbursement claim. As of the approval date of this procedure, the rates may be found at the following website: Shown below are the per diem rates GSA has adopted for travel destinations within Oklahoma as of the approval date of this procedure. If traveling outside Oklahoma, check the GSA per diem website to determine the per diem rate for your travel destination. (If no metro-area rate is speci?ed, the ?standard? CONUS rate generally applies.) NOTE THAT THE PER DIEM RATES FOR MEALS 8: INCIDENTALS ON THE FIRST AND LAST DAYS OF ELIGIBLE TRAVEL ARE LIMITED TO 75% OF THE RATE WHICH WOULD OTHERWISE APPLY. GENERAL SERVICES HDMINISTRATION MEAL 3i INCIDENTALS PER DIEM RATES FOR Oklahoma Federal Fiscal ?r'ear [ending September MUTE. lfnerther the city not the county Is listed, the location is a standard CONUS destination with a rate of $39 DD for meals and Inside-Mal expenses (AIME) Standard CONUS rates for hille apply elsewhere in Oklahoma and are limited to T5956 ofthe standard rate on the ?rst and last days of business travel. o5? is x31? {saga any city :31 g; City Oklahoma 49 35 i5 Tulsa Tulsa, Creel-z, Usage and Rogers 44 33.00 Information on Tulsa area per idem is from GSA. and is included here only as a point of information. Tulsa County employees may not receive a per diam allowance unless they are outside the Tulsa metropolitan area overnight on authorized business travel. unique l. d? w?ol? - Senor ?too ?30? . .s "in vbalhal? .sha - ?Elnodlmr? 1' 217??, ?a a. ?toner-rm .. - .- {rumo- - I A. ,OE-aha-m, I ?iwn .. room" I all}, t" it: '51??:3337 . - I I f. . ?91an Lumz21v aka, . -l I i Hints-n ls?n7Ingo 3% MaudeMom}' 1rdemu. . i or ?31mm I k??T TCP 010 Travel and Mileage Page 12 of 14 TOP 010 Travel-Mileage Reimbursement enclosure consists of 1 pg. VEHICLE MILEAGE REPORT IHIS CLAIM CAN BE PAID ONLY IF COMPLETELY I ALL REQUIRED II-JFORI-MIIOI-J MUST HE CARI- I ULLY DR PRIN IED. TRAVEL AND MILEAGE PROCEDURE, TCP DID NAME JOB TITLE DATE CLAIMANTS FULL MAILING ADDRESS DIVISION VEHICLE: YEAR, MAKE. TYPE ODOMETER MILES DATE FROM 0 START END PURPOSE PURPOSE PURPOSE PURPOSE PURPOSE PURPOSE PURPOSE PURPOSE PURPOSE PURPOSE I declare under the penalties of law that this claim Isjust and correct and that no part of it has been paid. TOTAL NUMBER OF MILES NUMBER OF MILES 58.5 PER MILE SIGNATURE OF CLAIMANT (PAYEE) PARKING EXPENSE (ATTACH REQUIRED RECEIPTS) APPROVED BY (DIVISION DIRECTORIELECTED OFFICIAL) TOTAL REIMBURSEMENT 5 Form 2005 (Flew. 7-08) TOP 010 Travel and Mileage Page 13 of 14 TCP 010 Travel-Mileage Reimbursement This enclosure consists of 1 pg. TULSA COUNTY OFFICE TRAINING REQUEST Mileage: Remarks: Registration fee: Est. meal costs: Car rental costs: DATE REQUESTING DIVISION REQUESTED BY COURSEISEMINAR TITLE DATEIS) 0F OOURSEISEMINAH LOCATION CHECK REQUESTED AIR TRAVEL El CAR RENTAL Ci COMPANY CAR LODGING DATES NEEDED: PARKING El HIGHWAY El PERSONAL CAR OFFICE USE ONLY Lodging: Airfare: Other: 5 TOTAL EST. COSTS: APPROVED: Yes Division Commander (date) APPROVED: Yes Sheriff or Undersheriff (date) DNO Form 3547 (Rev. 7-93) WHITE: OFFICE YELLOW: DIVISION COMMANDER PINK: EMPLOYEE The above form is for Sheriff?s Of?ce use only. The form illustrates one department?s method of document- ing pre-approvai of an employee?s travel and training request. Other departments may use a memo authorization process or adopt their own internal forms and procedures for prior authorization of employees? work-related travel and training requests. TOP 010 Travel and Mileage Page 14 of 14