Generally, employees are responsible to pay for lodging, meals, miscellaneous travel expenses, etc., and then submit an Employee Reimbursement form along with required receipts upon completion of travel. The Agency will pre-pay airfare and registration fees as requested on the Employee Seminar/Meeting Request form or other authorized form of approval. If there is a financial hardship in paying for Agency-required travel, the Agency may assist with payment of anticipated eligible expenses with General Manager approval. This will be considered as an exception and each situation will be evaluated on a case-by-case basis. There will be no advance allowed for a trip of one day or less or for trips where the estimated expenses are less than $50.
Employees must request a travel advance at least two weeks in advance by submitting an approved Employee Seminar/Meeting Request form with travel expense forecast to their Department Manager.
The Department Manager will review the request with the employee.
If the Department Manager approves the request, the Administrative Services Manager will review the possibility of prepaying certain expenses on an Agency credit card or providing a cash advance.
If a cash advance is approved, the requesting Department Manager will complete a Check Request form for the amount to be advanced in the name of the employee as follows:
- Attach a copy of the approved Employee Seminar/Meeting Request form to the Check Request form
- Notate in the comments: TRAVEL ADVANCE
- Submit to Accounts Payable. The Check Request/Travel Advance form must be submitted no later than one week prior to the week the trip begins. If received after this time, a travel advance check cannot be issued.
Employees must maintain receipts for all expenditures and complete the Employee Reimbursement form upon completion of travel. Attach a copy of the signed Check Request/Travel Advance form and approved Employee Seminar/Meeting Request form. The travel advance amount will be deducted and any expenses over and above the advance amount will be reimbursed to the employee.
Unused funds must be paid back to the Agency, either by cash or check, as soon as reasonably possible, no later than 15 working days. Failure to pay unused funds later than 15 working days may result in disciplinary action.
Employees may be eligible for reimbursement for college-level course(s) from an accredited institution, subject to the limitations noted in the Educational Reimbursement Policy – Employee Manual, Section 23. In general, the following conditions apply:
An employee must submit a completed application for Education Assistance Program form.
Obtain approvals from the supervisor AND Human Resources Supervisor prior to enrolling in a class.
Eligible courses must have relevance to the employee’s job duties or career advancement at the Agency.
A maximum of $5,000 per fiscal year is available to each Agency employee for educational reimbursement purposes.
An employee is responsible for all educational related expenses (i.e., tuition, books, college fees, parking, etc.). Reimbursement for educational expenses will be made upon completion of the course(s) with a minimum grade of C or equivalent.