A2313 - GENERAL TRAVEL FOR AGENDA.PDF
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Maricopa County Policy Change Transmittal Letter 11/18/2020 Policy Number: A2313 Title: General Travel Type of change Edit/Update ☒ New ☐ Rescind ☐ Owner of Policy Department Name: Office of Procurement Services Point of Contact for Revision Name: Kevin Tyne Email: Kevin.Tyne@maricopa.gov Collaborating Department(s) Name(s): Human Resources, COB Executive Summary ‐ Reason for Policy Change: Revised application language, updated links to revised policies, and changed mileage reimbursement for employment candidates to greater than 100 miles roundtrip from 240, VI (E) (4) (f). Updates to per diem allowances, VI (B) clarifying language, added requirement for BOS filing with COB Stakeholder Review & Approval Owner of Policy ‐ Appointing Authority Name: Kevin Tyne Date: 11/10/2020 Signature: ____see email__________ Assistant / Deputy County Manager Name: Valerie Beckett Date: Signature: Human Resources Name: Jan Plank Date: 9/20/19 Signature: ____see email__________ Maricopa County Attorney's Office Name: Randall Pennington Date: 11/18/2020 Signature: ___see email____________ Clerk of the Board of Supervisors Name: Fran McCarroll, Clerk of the Board Date: 11/13/2020 Signature: ______________________ County Manager / Board of Supervisors Name: Joy Rich, County Manager Date: Signature: ______________________ MARICOPA COUNTY INTERNAL POLICY Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Current Implementation Date: MM-DD-2020 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-##-##-###-#-## Original Adoption Date: 05-07-2003 I. PURPOSE To establish consistent procedures and define overall responsibility governing travel on County business. II. APPLICATION This policy applies to all Maricopa County elected offices and appointed departments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. Contractors are not considered employees of the County and are not covered by the terms of this policy. Contractor travel must follow the terms and conditions of their contract. III. DEFINITIONS A. Approved Accommodation: Any place of public lodging that is listed on the national master list of approved accommodations. The national master list of all approved accommodations is compiled, periodically updated, and published in the Federal Register by the Federal Emergency Management Agency (FEMA). Additionally, the approved accommodation list is available on the U.S. Fire Administration's Internet site at https://apps.usfa.fema.gov/hotel/. B. Appointing Authority: An elected official, the single administrative or executive head of a Department/Special District, or the designated representative authorized to act in this capacity. C. Base Mileage: Round trip commuting distance between home and duty post. D. Department/Special District (Department): A division of the County including Special Districts. Special Districts are the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District. E. Duty Post: The place where the Traveler spends the largest portion of the regular workday or working time or the place where the Traveler returns on completion of an assignment. F. Elected Official: A person who is chosen by ballot to an office or post of authority by eligible voters to represent them in a public capacity and perform the duties for which they were chosen. This also applies to whoever is appointed to fill a vacancy of an Elected Official. G. General Services Administration (GSA): A federal agency responsible for the administration of the Federal Travel Regulations and for setting domestic per diem rates. The County uses these rates for Lodging, Meal and Incidental Expense reimbursements (see www.gsa.gov). H. Incidental Expenses: Fees and tips for servers, porters, baggage handlers and other personal service employees. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 2 of 11 I. Lodging Rate: The base rate defined by the Vendor prior to the application of taxes, etc. J. Map Mileage: Established mileage on a map between cities and towns. K. Meals: Foods served and eaten in one sitting. These include breakfast, lunch and dinner. Continental breakfasts which only include donuts, bagels, muffins, juice, coffee, etc., are not considered a meal for purposes of this Policy. L. Per Diem: A daily allowance for lodging (excluding taxes), meals and related incidental expenses. M. Station: Any airport, bus terminal, train depot, or similar transportation departure or arrival place. N. Travel Advance: Funds advanced to the Traveler to meet anticipated travel expenses. A travel advance represents a lien against wages. O. Travel Authorization and Expense Report (TAER): Form A2313 (TAER) must be used for pre and post travel planning, authorizations, cost tracking, and reconciliation. This form must be completed for any reimbursement for travel related expenses, including for any registration, transportation, lodging, meals and incidental expenses. P. Travel Coordinator: A person designated by the Appointing Authority to plan, organize, and manage the payment for Departmental travel and travel-related activities. Q. Travel Status: When a Traveler is conducting approved County business at least 50 miles away from their designated Duty Post and the period of travel is expected to last a minimum of 12 hours. Travel status starts at the time the Traveler departs from their home, Duty Post, or other authorized point, and ends on the day the Traveler returns to their home, Duty Post, or other authorized point. R. Travel/Training Card: A particular type of Purchasing Card that is a means of paying travel expenses, used by Travel Coordinators (See the Office of Procurement Services Policy OPS00035 Acceptable Use of County Purchasing Card). S. Traveler: The Elected Official, employee, or” authorized individual who is in County approved Travel Status or is seeking approval for County travel. T. Vendor: An individual who sells goods or services to the County. IV. POLICY A. Conditions for Travel 1. Travel must be completed within the Department budget approved by the Board of Supervisors or the appropriate Special District Board of Directors. The purpose of the travel must be for the public's benefit and related to County business. 2. Travel to conferences, seminars, or meetings should only be approved when essential contacts can be made, or significant information obtained that is important to the operation of the Department or to enhance the performance of the Traveler. B. Travel Arrangements 1. When travel is warranted, the Appointing Authority’s approval is required prior to and upon completion of travel. 2. Departments should, consistent with their mission requirements, authorize the minimum number of Travelers to a given conference, seminar, or meeting. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 3 of 11 3. Travel may only be arranged by the Department Travel Coordinator or other authorized person designated by the Appointing Authority. 4. Travel Coordinators and others designated to coordinate travel-related purchases must attend training offered by the Office of Procurement Services before arranging any travel and receive updated training every other year. 5. Nothing in this policy shall be interpreted to prohibit travel arrangements or reimbursements deemed a Reasonable Accommodation to the Traveler, in accordance with County Policy HR2429 ADA/ADAAA Reasonable Accommodation for Applicants and Employees. C. Expenses and Reimbursement 1. A Traveler may claim allowances and expenses for reimbursement as provided by law and County policy. Claims for unauthorized travel expenses will not be reimbursed. 2. Attendance at local conferences, seminars, or meetings is not considered Travel Status, but may be subject to reimbursement for mileage and seminar expense per this policy. 3. Travelers who knowingly and willfully submit falsified travel claims shall be referred to the appropriate Appointing Authority for disciplinary action. Under no circumstances shall any personal travel expenses be charged to, or be temporarily funded by, the County. Any violations will be referred to the appropriate Appointing Authority for appropriate action. V. RESPONSIBILITY A. Only the Appointing Authority or designee may approve travel requests for their Department or any advisory board or commission members serving their Departments. When the Appointing Authority is the Traveler, only the official at the next highest level in the organization may approve the travel request. B. Only the Appointing Authority or designee may approve a waiver to this policy. A request for a waiver must be in writing. If the Appointing Authority is the Traveler, only the official at the next highest level in the organization may approve a waiver. C. The Appointing Authority or designee may authorize an Employee to use their privately owned vehicle for County travel. VI. TRAVEL GUIDELINES A. Most Economical Plan 1. All travel plans should take into consideration the most economical and safest travel and lodging, as well as the value of employee time. 2. Travelers are encouraged to use the lowest available fares. For example, while Employees are not normally permitted to depart earlier or stay longer than required at County expense, this is permissible when the net effect is the same or lower cost for the trip and there is no significant loss of employee work time. B. Document Preparation 1. Travelers are responsible for working with Departmental Travel Coordinators in the preparation of travel requests. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 4 of 11 2. Each Department is required to complete and maintain all TAER Forms and supporting documentation for 3 years after the fiscal year in which it was created or received (See the Arizona State Library, Archives and Public Records Retention Schedule for All Public Bodies # 000-12-25). Documents are not to be sent to Accounts Payable or Payroll. C. Compensation while in Travel Status Refer to County Policy HR2471 Hours Worked and Overtime and HR2472 Hours Worked for Exempt Employees for information on employee compensation while in Travel Status. D. Long-Term Travel The approval of the County Manager, or for Special Districts, the Chairman of the Board of Directors or their designees, is required for a Traveler when time in Travel Status exceeds 7 days. The Traveler is entitled to Lodging and M&IE according to GSA Per Diem, unless, prior to the Traveler’s departure, the Appointing Authority has made, and the Traveler has agreed to other arrangements to accommodate the length of travel. E. Out of the Continental U.S. Travel The approval of the County Manager or, for Special Districts, the Chairman of the Board of Directors, or their designees, is required for travel beyond the continental United States. Application must be made through the Traveler’s Appointing Authority. The following conditions apply: 1. The Traveler may attend conferences, meetings, or seminars occurring outside the continental United States only if those of similar quality and benefit to the County cannot be found within the continental United States within the year. 2. The maximum Per Diem will be determined by the Appointing Authority prior to the travel. 3. Before submitting a claim for reimbursement, the Traveler should contact the international division of a banking institution to determine the daily rate of exchange for the location to which they are traveling. Bills and receipts will be recorded in terms of the foreign currency. The rate of exchange in effect at the time the expenses were incurred will govern reimbursement. F. Change to Travel Plans Prior to entering Travel Status or during travel any change to travel plans must be communicated to the Travel Coordinator at the time the Traveler knows of the need to change travel plans or as soon as possible. After the completion of travel, the Department must review each change resulting in additional expenses to determine who will pay for the additional expenses. G. Completion of Travel All travel documents should be submitted to the Department Travel Coordinator for reconciliation within 14 days of completion of travel. If the completed TAER Form is not submitted to the Travel Coordinator within 60 days, further recovery actions and/or disciplinary actions may be instituted, including forfeiture of payments to the employee. An employee contesting the final rejection of an expense reimbursement request under this policy must comply with A.R.S. §11-622, Claims and Warrants. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 5 of 11 VII. PROCEDURES A. Transportation 1. Commercial-Air a. Transportation by scheduled airlines will be at the lowest available airfare rate, including baggage and other related costs, at the time of trip authorization. A fare other than the lowest rate may be used only when seats are not available at the lowest fare or air travel at a higher cost will result in an overall cost savings including cost of employee time. Payment via a County approved Travel/Training Card is the preferred payment method for these transactions. Expenses must be verified by receipts. b. Any promotional benefits or awards received from an airline, approved lodging facility, rental vehicle company, or with purchase of any other travel accommodation may be retained for personal use by the Traveler. c. Flight insurance purchased by the Traveler is not reimbursable. d. The use of privately owned and/or rented aircraft requires the prior approval of the County Manager, or for Special Districts, the Chairman of the Board of Directors or the Chairman’s designee. e. Chartered aircraft travel is allowed provided a common carrier (scheduled airlines, railroads, or intercity bus systems) is not available or an alternative mode of travel is impractical. Chartered air service may only be obtained from Federal Aviation Administration (FAA) licensed commercial flight operators. Chartered aircraft travel must be approved by the County Manager, or for Special Districts, the Chairman of the Board of Directors or the Chairman’s designee, prior to arranging travel. 2. Motor Vehicles a. Prior to and while using a vehicle for County business, the Employee must be in compliance with all County policies and procedures and applicable laws including traffic laws and insurance laws (See County Policy A2310 Vehicle and Equipment Use). b. The use of rented motor vehicles must be for the advantage of the County and not solely for the personal convenience of the Traveler. c. The comprehensive and collision liability insurance offered by the rental car company should be waived when renting a motor vehicle. The County’s self-insurance program provides coverage for physical damage and liability provided the employee is driving within the scope of employment and following all applicable laws as outlined in the Revised Restated Declaration of Trust for Maricopa County, Arizona Self-Insured Risk Trust Fund. The County will not reimburse the purchase of comprehensive and collision insurance. d. Travelers must use the least expensive compact car available, unless an exception for another class of vehicle is approved in order to accommodate a medical disability or other special need, or when the cost of other than a compact car is less than or equal to the cost of the least expensive compact car, or when additional room is required to accommodate multiple employees authorized to travel together in the same rental vehicle, or when travelers must carry a large amount of material incident to their official business, and a compact rental vehicle does not contain sufficient space. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 6 of 11 e. Employees using their personal vehicles or County owned vehicles for travel must have obtained prior Appointing Authority authorization. No reimbursement will be made for personally owned vehicle repairs, depreciation, replacements, grease, oil, antifreeze, towage and similar speculative expenses, or for gasoline, insurance, or state and Federal taxes. 3. Acceptable Related Transportation Costs a. Bridge fees and tolls – list on the TAER Form; no receipts required. b. Gasoline – reimbursed when a rented motor vehicle is used; receipts required. c. Mileage Reimbursement – refer to §VII.C. d. Emergency repairs – for County vehicles only; receipts required. e. Local Transportation – ground transportation including taxi, bus, limousine, airport shuttle, rideshare services, etc., may be reimbursed if use is in the County’s best interest. Receipts or written statements are required. f. Parking – short-term parking may be reimbursed with a receipt or written statement. Long-term parking may be reimbursed if the Traveler can demonstrate that it is less expensive to utilize long-term parking rather than to pay for round-trip airport shuttle or taxi service. If the long-term parking option is utilized, the Traveler shall provide a quote (may be a written statement from a verbal quote) from a shuttle or taxi service verifying the savings. It is the Traveler's responsibility to determine and use the most economical option for travel to and from the airport. Receipts or written statements are required. g. Airline Baggage Fees – At the discretion of the Appointing Authority, airline baggage fees of up to a total of $100.00 will be paid by the County in advance or will be reimbursed after completion of travel. If the Traveler has baggage fees in excess of the amount advanced, then the Traveler must provide receipts upon return for reimbursement. If the Traveler has baggage fees less than the amount advanced, then the Traveler must reimburse the County the difference. Receipts are required in either case. Travelers should pack to avoid high baggage fees. B. Per Diem Expenses All County reimbursements for travel and related expenses are based on the established GSA rates. 1. Meals and Incidental Travel Expenses (M&IE) a. An allowance for meals (which includes tips) will be reimbursed at the GSA M&IE rate at the time of travel. The allowable per diem is 75 percent of the applicable M&IE rate for the first and last day of travel. b. For meals provided on the day of departure and the last day of travel, the entire allocated meal cost shall be deducted from the decreased M&IE rate. The total amount of deductions made will not impact a Traveler’s allowance for incidental expenses. c. Meals that are included in the conference/seminar registration fees shall be deducted from the allowance. Meals provided by a common carrier or a complimentary meal provided by a hotel/motel shall not be deducted. d. An incidental expense allowance for fees or tips will be reimbursed as outlined in the GSA M&IE. Examples of typical fees and tips include: fees and tips given to hotel employees, including restaurant and room attendants, baggage carriers, airline flight attendants, etc. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 7 of 11 e. Travelers are not required to submit receipts for Meals and will only receive the amount allowed for Meals under GSA rules. f. Additional incidental expenses (e.g., telephone, fax, and copying charges) may be reimbursed if they are related to County business and are verified by a receipt. These additional expenses must be included on the TAER Form. g. Expenses incurred while in Travel Status for laundry and cleaning and pressing of clothing are reimbursable as miscellaneous travel expenses only after the Traveler has accumulated 4 consecutive nights lodging in Travel Status. h. Examples of non-reimbursable expenses include, but are not limited to: in-room movies, valet service, optional valet parking, liquor, entertainment, and long-term parking (except as outlined in §VII.A.3.f). 2. Lodging a. Lodging costs incurred within 50 miles of the Traveler’s designated Duty Post or residence within Maricopa County cannot be claimed as a travel expense unless the lodging is in the best interest of the County and has been pre-approved by the Appointing Authority. b. Lodging must be at an Approved Lodging Facility and the Traveler should always request the lowest available rate (e.g., government, corporate, conference). The Department Travel/Training Card should be used to pay for all lodging. If the Department cannot pay for the lodging using the Travel/Training Card, reimbursement is available through Payroll or, in an emergency, Accounts Payable. c. To obtain reimbursement for lodging either through Payroll or Accounts Payable, the Approved Lodging Facility’s original itemized receipt is required. Credit card receipts in lieu of the original receipt will not be accepted. Receipts must be marked paid or show a zero balance. Personal expenses must be paid by the Traveler and cleared from the final bill at checkout. d. If lodging expenses could not be obtained at or below the GSA lodging rate, a request for a waiver of this rate must be approved by the Appointing Authority and attached to the TAER Form. The request must explain why it is in the best interest of the County for the Traveler to stay at a particular facility (e.g., conference or training is at the facility and the cost of a rental car or taxi cab rides to the facility would equal or exceed the lodging rate listed by GSA). The decision to stay at the conference site cannot be made solely on the basis of convenience to the Traveler. e. If the Traveler is required to stay at an Approved Lodging Facility that charges additional fees necessary for the conduct of County business (e.g., “resort fees,” wireless access fees), the County will pay these fees and they will not be included as part of the GSA lodging rate. f. Only the single room rate can be claimed for payment. If a room is shared by two or more Travelers, the entire room cost should be paid and the reimbursement claimed by one Traveler (if lodging costs are not paid in advance). A notation must be made on the TAER Form of each Traveler indicating which Traveler claimed the reimbursement for lodging costs. C. Mileage Reimbursement 1. General Rules a. Approved travel using a private vehicle must be by the most regularly traveled route as computed from highway map or odometer reading. Deviations from the most regularly traveled route must be documented (e.g. road closures). Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 8 of 11 b. Mileage will be reimbursed at the current mileage reimbursement rate set by the GSA. c. Employees will be reimbursed only for mileage in excess of Base Mileage. d. When two or more employees are traveling together for authorized purposes in the same vehicle, only one mileage allowance will be reimbursed. e. Repairs made to a privately owned motor vehicle used for approved County travel will not be reimbursed by the County. f. The County may audit mileage requests to ensure validity and compliance with the policy and federal regulations. g. When a privately owned motor vehicle is used for out-of-state travel, maximum reimbursement will be the lower of either the current mileage reimbursement rate or the lowest available airfare at the time the trip was authorized. 2. Non-Travel Status Mileage Reimbursement a. All non-Travel Status mileage reimbursements are processed for reimbursement through regular payroll and are included in the employee’s regular paycheck. Payroll must have a completed Mileage Reimbursement Form A2313. b. The Mileage Reimbursement Rate will be maintained in the payroll system and will be updated with any rate changes implemented by the GSA. The effective date of the changes will be determined by the County Manager. c. Requests for mileage reimbursement must be submitted to the Department Travel Coordinator no later than 60 days after the date the expense was incurred. Failure to comply with this requirement will result in the non-reimbursement of the request. D. Advance Payments Payment of expenses prior to the scheduled travel dates will be processed using the following guidelines: 1. Payments to Vendors Advance payments to Vendors to pre-pay registration fees or hotel reservations should be made using the Department Travel/Training Card. If the Department is not able to use the Travel/Training Card (i.e., Vendor does not accept the Travel/Training Card), an original invoice or conference registration form and one copy must be attached to the payment voucher. These documents must be submitted to Accounts Payable for check payment. If the hotel does not accept the Travel/Training Card, the travel advance should include the hotel rate and tax. 2. Payments to Travelers Travel advances will be available to the Traveler on the Traveler's paycheck immediately preceding the travel dates. A travel advance for the total estimated budgeted expenses for the trip (less any pre-paid expenses) may be advanced up to 100% at the discretion of the Appointing Authority. Manual checks will not be initiated for travel advances. Each Department is responsible to ensure that travel plans are made in advance and adequate time is allotted to produce advances utilizing the regular payroll cycle. In emergency situations only, Accounts Payable will generate a check overnight. It is the Department’s responsibility to provide Accounts Payable with a payment voucher and supporting documentation including a memo from the Appointing Authority explaining the need for payment and a copy of the TAER Form with all appropriate signatures. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 9 of 11 E. Travel Reimbursements Payment of any expenses upon return from scheduled travel will be processed using the following guidelines: 1. Reimbursement Payments to Elected Officials and Employees After the travel has been completed, all documentation (e.g., original receipts, invoices, etc.) must be submitted and approved by the Department as required by this Policy. Receipts for meals are not required because a standard Per Diem allowance is provided. Reimbursement payments are made to Travelers through the payroll system and will be made within two pay periods. 2. Reimbursement for Payments to Maricopa County and Special Districts for Unused Travel Advances Travel Advances will not exceed the estimated amount of travel related expenses. If a travel advance was issued, and the travel expenses are less than the advanced amount, the difference between the two amounts must be returned to the County. The County must recover the funds via payroll deduction or via a personal check from the Traveler within two pay periods after travel is completed. 3. Reimbursement Payments from Terminated Elected Officials and Employees Prior to the final paycheck issued to any terminated Employee, the Department shall ensure that all Travel Advances have been accounted for and repaid to the County. Any outstanding amount due shall be deducted from the Employee’s final paycheck prior to issuance. It is the responsibility of each Department to maintain a register of advances and reimbursements to ensure control over all travel funds. If the Traveler is no longer an Elected Official or Employee, the Traveler shall reimburse any outstanding travel advance by delivering a personal check to be deposited by the Department in the appropriate fund. A matter of dispute or non-reimbursement may be referred to the County Attorney's Office for any necessary action. 4. Reimbursement Payments to Employment Candidates Upon receiving authorization from an Elected Official, the County Manager, or for Special Districts, the Chairman of the Board of Directors or Chairman’s designee, the Department recruiting for vacant positions may reimburse candidates for travel costs incurred for an employment interview or pre- employment selection process. Reimbursement may include mileage, airfare, parking, meals, and where necessary, overnight accommodations. The following requirements and restrictions also apply: a. The Department shall demonstrate the public need for the position, that it attempted unsuccessfully to recruit for and fill the position from a pool of local candidates, that the requisite background and/or skills for the position in recruitment are highly specialized or are in critically short supply and the local labor market is highly competitive for the position in recruitment. b. The Department shall demonstrate that it has sufficient budgeted funds to cover all expenses to be reimbursed. c. Accommodations for overnight stays shall be scheduled directly by the interviewing Department’s Travel Coordinator. d. Expenses for a spouse or companion shall not be reimbursed. e. Mileage for a personal vehicle will be reimbursed when the candidate’s round trip mileage exceeds 100 miles and then only for those miles in excess of 100 miles. Reimbursement will be made at the current GSA rate. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 10 of 11 f. Employment candidates seeking reimbursement shall submit their documentation to the Department’s Appointing Authority within fourteen (14) days of completing the travel. Repayment of travel costs shall be processed directly by the recruiting Department and submitted to the County Finance Department. VIII. ADDITIONAL GUIDELINES OR EXCEPTIONS FOR ELECTED OFFICIALS A. As Elected Officials, members of the Board of Supervisors are responsible to the taxpayers of Maricopa County. Therefore, there is no higher level authority within the County structure that can be defined as the Approval Authority for the Board. B. Within 30 days after travel for County purposes, the Board Member will submit to the Clerk of the Board, the Travel Authorization and Expense Report form, copies of all paid invoices, receipts, conference agendas and any additional items supporting the travel. The Clerk of the Board will retain the records in compliance with the Record Retention laws and provide the documentation if requested for audit purposes. C. Pursuant to A.R.S. §11-626, all travel documents submitted by a member of the Board of Supervisors that contain claims for reimbursement must be approved by another member of the Board and the County Treasurer. D. For Elected Officials (except as defined above), travel will be authorized by the highest non-elected position or designee within their specific department E. Board members may be exempted from the requirement of 50 miles from their duty post for overnight stays, if there is an opportunity for networking with other government officials. Policy Title: GENERAL TRAVEL Policy Number: A2313 Current Adoption Date: MM-DD-2020 Page 11 of 11 Revision History Version Revision Date Description of Revision 1 5-7-2003 Initial version (Board of Supervisors: C-18-03-016-6-00; Flood Control District: C-18-03-024-6-00; Library District: C-18-03-023-0-00; Stadium District: C-18-03-025-6-00). 2 3-28-2012 Revised definition of the "Approval Authority" to "Appointing Authority" to bring greater uniformity of the travel approval process County-wide, adds the use of "procurement card" to definitions, reorders, where appropriate, the listing of various County authorities to align with their proper chain-of- command, revises the methods for changing travel plans during travel to require more immediate justification and remove the exceptions for the Maricopa County Sheriff's Office. (Board of Supervisors: C-18-03-016-6-01) 3 6-5-2013 Updates to comply with U.S. General Services Administration travel guidelines; mileage reimbursement form acceptance changed from 30 to 60 days; clarification provided on what fees are reimbursable or advanced to the employee. (Board of Supervisors: C-18-03-016-6-02) 4 2-21-2018 Added Travel Coordinator certification requirement. Removed details of Mileage Reimbursement submission as replaced by Form A2313mr. Added reference for Reasonable Accommodations in travel arrangements (Board of Supervisors: C-18-03-016-6-03; Flood Control District: C-18-03-024-0-01; Library District: C-18-03-023-6-01; Stadium District: C-18-03-025-6-01). 5 MM-DD-2020 Revised application language, updated links to revised policies, and changed mileage reimbursement for employment candidates to greater than 100 miles roundtrip from 240 (§VII.E.4.e). Updates to motor vehicles (§VII.A.2.) and per diem allowances (§VII.B.1). Updated procedures for members of the Board of Supervisors (C-##-##-###-#-##).