Memorandum
Date: June 13, 2023
To: The Honorable Lake County Board of Supervisors
From: Susan Parker, County Administration Officer
Stephen L Carter Jr, Assistant County Administrative Officer
Subject: Review and Consideration of Travel & Reimbursement Policy
Executive Summary:
The current Travel Policy was initially adopted by the Board of Supervisors in 2001 and portions of the policy have been updated at various times throughout the years, the most recent of which was in October 2018. The current policy is outdated and presents fiscal problems to the Auditor-Controller and the Administrative Office.
The attached Travel & Reimbursement Policy was conceived and written with input from County Department Heads, including valuable input from the Auditor-Controller’s office and County Counsel.
It encompasses eligibility, pre-authorization, transportation, lodging, meals, mileage, and claiming reimbursement. Lodging and meals expenses adopt the acceptable rates as published by the General Services Administration (GSA), and the mileage reimbursement rate is tied to the rate published on the State of California Controller’s website. The policy serves as a qualifying written Accountable Plan by meeting the criteria as defined by the Internal Revenue Service (IRS).
The Policy is presented in a way that makes it easy for an individual to find pertinent information and clear instructions for claiming reimbursement. Links to Government Codes cited within the policy, the GSA and State Controller’s websites are embedded in the policy document for easy access.
Staff recommends approval of the Travel & Reimbursement Policy with an effective date of July 1, 2023.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☒ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☒ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action:
Approve Travel & Reimbursement Policy effective July 1, 2023.