COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Pat Tinley OFFICE: County Jude MEETING DATE: Apri128, 2003 TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider and discuss adoption of State Travel Allowance Guide as published by the Comptroller of Public Accounts for per diem allowances or reimbursement of expenses for Kerr County elected officials and employees out of county on official business. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: County Jude Time for submitting this request for Court to assure that the matter is posted in accordance with Title S, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. I propose Kerr County adopt the State Travel Guide for all out of county travel, meals and lodging while on official business (school, seminars, etc) If the Court decides to adopt, we can word the adoption ofsame to include all increases and decreases as guided by the States Appropration Bill voted on every two years. For instance, if the state pays 35 cents this year and then goes to 36 next year, we will automatically increase our approved rate. The travel guide includes all aspects of travel including the texas mileage guide. You can down load the mileage guide and it will figure your reimbursement automatically. We will be able to pre-pay officials and employees and thus not put a burden on any official or employee KERR COUNTY, TEXAS TRAVEL VOUCHER 3EM INAR/CONFERENCEISCHOOL Name Date SELECTED OFFICIALIEMPLOYEE Name role Address City, State. Zip TRAVEL (Reimbursernent for rental oars is not autt-orized) Point to PaM Mil~ge (mileage calculated from Texas Comptrdler of Public Accounts Mileage Guilde) Date of air travel: Origin City: Destination City: Date of air travel: Origin City: Destination City: Date of auto travel: Origin City: Destination City: Dade of auto travel: Origin City: Destination City: TOtal Mileage Cak:ulated by Mileage Guide miles @ 35cents per mile = $ Airfare (receipt required) $ Airport parkins $ Total Travel Expense $ MEALS date: Total Breakfast ($7 m~dmum) $ $ $ $ $ $ $ Lunch ($8 maoanrxn) $ $ $ $ $ $ $ Dinr~ ($15 maximum) $ $ $ $ $ $ $ Total Meals $ LODGING date: T0~ Roam (receipt required) $ $ $ $ $ $ $ TOTAL REIMBURSEMENT REQUEST $ Cha a to Bud a Line Item No. I certify that: 1 The expenses listed were incurred personally by me for the purpose stated. 2 I have not been reimbursed from any other source for any of the expenses listed. 3 This request is correct to the best of my knowledge. Signature: Date: (Claims must be subm~ted within 90 days) (Rece~jnfs as requbed must be attached to Travel Voucher for reimbursement) ~'~:c^.S . V..:.~tl~;P rata.' •::.~ ~~If1~T~XA~r ~ TIIE LCFi=_'SI0.R NtAtf w C.altoLE KE~'['t?~ STR.~t}'}ItiiZ!ti Texas f ompucller.~f Pi~~ The Texas Mileage Guide shows the mileage between locations and calculates the reimbursement based on a per-mile rate. The mileage database includes more than 2,000 locations, including 50 out-of-state cities and 31 airports, and can calculate about 1.4 million possible combinations of trip origins and destinations. Database updated February 2001. From • ~ TX • To: ~ TX ~- To: ~ TX To• ~ TX r To: ~ TX ~+ Reimbursement Rate: .350 talt~e Reset ~cc..i t; arFntc li ~. Texas Mileage Guide At a Glance: State Travel Reimbursement Lodging up to $80.00 per day Meals up to $30.00 per day Mileage 35.0 cents per mile In Texas, several different cities may have the same name. Any one of these cities can be identified by specifying the county in which it is located. You can either enter the first three letters of the city name or enter both the city and county name. Example This edition of the guide contains five different cities named Lakeside located in Archer, Colorado, Galveston, San Patricio and Tarrant counties. First method Enter "Lakeside" (or at least the first three letters of the name) and your other destinations, then click "Calculate".Anew page will offer a list of cities. Select the one you want and click http://www.window.state.tx.us/comptroUtexastra.html 4/17/03 exas ti:=..eage ~`Tu..c.e -a.ge ~, o.. ~. "Submit". The result page will display mileage and reimbursement. Second method Enter "Lakeside-Colorado" and your other destinations, then click "Calculate". The result page will display mileage and reimbursement. A list of all ]o~:a .ions ~fOK~ in the Texas Mileage Guide is available for downloading. The electronic mileage guide is adopted under TEX. GOVT CODE ANN. §660.043(c) (Vernon Supp. 2001). It is intended as a guide for state employees to use when traveling by automobile. The mileage in this guide will be updated as needed. If you have any questions or suggestions, please contact the Expenditure Research and Assistance section in the Claims division of the Comptroller's office by a-mail at iv~leage.guide~ci cpa.stat~.ts.u, or by telephone at 512/475-0966 or toll free at 1-800-531-5441, extension 5- 0966. Carole Keeton Strayhorn Window on State Government Texas Comptroller of Public Accounts Contact Us Privacy and Security Policy http://www.window.state.tx.us/comptroUtexastra.html 4/17/03 :rave _ ~ ~ ...owance ~`T~ i .~.e - .... ~.a~:~~:er . Travel Allowance Guide -Chapter 10 Major Changes from the Previous Guide 3.02 - 3.23 New Old Section Section Number Number [-3,0'~C-;][3~~~~13)][3_04A-B ][3.05][30~A)~-~C-)][3-fig] [3.13(I3!][3.15][3.16][3_17][318][3.19][3.23] Title of Section and Brief Description of Major Differences 3.02(C) 3.02(C) Prohibited reimbursements - A state agency may reimburse a peace officer for the purchase of an alcoholic beverage if the officer purchased the beverage for use as evidence in an administrative or civil case. 3.03(B) 3.03(B) Overnight travel within Texas -The maximum lodging rate is increased to $70 per day, per commercial lodging establishment. 3.04(A)- 3.04(A)- Non-overnight travel within Texas (B) (B) A. Meal expenses. A meal expense is not reimbursable if the chief administrator of the agency that would make the reimbursement does not authorize it. The authorization may be provided on either a reimbursement-by-reimbursement or a blanket basis. Back to Top B. Lodging expenses. The maximum lodging rate is increased to $70 per day, per commercial lodging establishment. 3.05(C) 3.05(C) Overnight travel outside Texas but within the continental United States - If the federal travel regulations do not list a duty point or the county in which the duty point is located, then the median of all the rates for the state apply when traveling to the duty point. Back to Top 3.06(A), 3.06(A), Non-overnight travel outside Texas but within the continental (C) (C) United States - A. Meal expenses. A meal expense is not reimbursable if the chief administrator of the agency that would make the reimbursement does not authorize it. The authorization may be provided on either a reimbursement-by-reimbursement or a blanket basis. C. Federal travel regulations. If the federal travel regulations do not list a duty point or the county in which the duty point is located, then http://www.window.state.tx.us/comptrol/san/fm manuals/tag_man/tag_10-128.html 2/27/03 ~Crave~. E~~.-.owance ~.~u.c.e -'.Zap;er _ ~~ -=~~_'fi'~~~ the rriedian of all the rates for the state apply when traveling to the duty point. E3ack tc~_1'op 3.08 None Non-overnight travel to U.S. possessions, Alaska, Hawaii, Canada, or Mexico -This is an entirely new section. Back to '1'~ 3.13(B) 3.12(B) Receipt requirements -The original or a copy of a lodging receipt must include the name and address of the commercial lodging establishment. If the original or a copy of a canceled check, credit card slip, or credit card billing is included in the supporting documentation, then the name and address of the commercial lodging establishment, the name of the employee or board member, the single room rate, and a daily itemization of the lodging charges must be included in that documentation. A "copy" of a receipt, canceled check, or credit card slip includes a photocopy, an electronically stored version, a microfiche, or a microfilm of it. Back to Top 3.15 3.14 Exception for employees of the legislature - A. Travel within Texas. If a resolution of the legislature requires or authorizes reimbursement of a legislative employee's actual expenses for meals and lodging incurred within Texas, then the maximum that may be reimbursed is an amount equal to twice the amount that could be reimbursed if Sections 3.03-3.04 and 3.10-3.11 applied to the employee's travel. B. Travel outside Texas. The maximum amount that may be reimbursed to a legislative employee for meals and lodging incurred outside Texas but within the continental United States is an amount equal to twice the amount that could be reimbursed if Sections 3.05- 3.06 and 3.10-3.11 applied to the employee's travel. Back to Top 3.16 3.15 Exception for certain key officials - If a judicial officer, a chief administrative officer of a state agency, the executive director of the Texas Legislative Council, or the secretary of the senate is being reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.03-3.06 and 3.10-3.11 applied to the individual's travel. Back to Top 3.17 3.16 Exception for representing the state at governmental meetings or conferences outside Texas -The governor may designate one or more state employees to represent the state at a governmental meeting or conference held outside Texas. If a designated state employee is being http://www.window.state.tx.us/comptrol/san/fin manuals/tag_man/tag_10-128.htm1 2/27103 have:. E~ _.owance ~JU.:.c.e - r,,.la~ter. . ~~ ~~.~Te ~~ ~~ _ reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.05-3.06 and 3.10-3.11 applied to the employee's travel. Back_ to_ 1'op 3.1.8 3.17 Exception for representing legislators or certain officials - If a designated state officer or employee is being reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.03-3.06 and 3.10-3.11 applied to the officer's or employee's travel. Back to Top 3.19 3.18 Exception for travel with legislators or certain officials - If a state employee who travels with a legislator, a judicial officer, a chief administrator of a state agency, a board member, the executive director of the Legislative Council, or the secretary of the senate is being reimbursed for meal and lodging expenses incurred inside the continental United States, then the maximum amount of that reimbursement is equal to twice the amount that could be reimbursed if Sections 3.03-3.06 and 3.10-3.11 applied to the officer's or employee's travel. Back to TOp 3.23 3.23 Direct payment of lodging and meal expenses - If a state agency requests a commercial lodging establishment to bill the agency directly for the lodging expenses incurred by a state employee who stays at the establishment, then the agency also may request the establishment to bill the agency directly for the meal expenses incurred by the employee at that establishment. Alternatively, the agency may directly pay a credit card issuer or travel agency for those expenses. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Windoor on_State Gov_ern_ment Texas Comptroller of Public Accounts Contact_Us Privacy_an_d_Security Policy http://www.window.state.tx.us/comptrollsan/fin manuals/tag_man/tag_10-128.html 2/27/03 Travel Allowance Guide -Chapter 3 Meal and Lodging Expenses Table of Contents ?_Ol {;p«acial defnti~ai~ ic~r meal ex~ense,reimbursements 02 [?rcthihittd reir~,b~irsen~ents A. Meal ~xp_ensts 1 ti1ea1_e~penses incurred within a designated headquarters 2__._ Meal expenses incurred while absent_from duty for persona_1 reasons B. Lo~ing_ex~enses l . Lodging e_ xpenses incurred- within__a.desi~nated headqua__rters 2_ - Lodging expenses incurred at other than commercial lodging establishments 3. Lodging expenses_incurred while ab___sent_from duty for personal reasons C__Alcoholic beverages x_3_.03 Overnight, travvel_ within Texas A_ Meal expenses B._ Lod~ing_ex~en5es C.__Inability to obtain reasonable lodging inTexas x_3.04 Non-o_v_ern~ht travel withn_T_e_x_as A_._Meal expenses B, Lodging e~enses C. Inability to obtain reasonable lodging in_T__exas x_3.05 Overnight-travel outside_Texas but within the continental_United_States A. Meal expenses http://www.window.state.tx.us/comptroUsan/fin manuals/tag_man/tag_ch3toc.html 2/27/03 'rave:. ~~.:.owance f ~u~.c.e - ~ Zap:er ~~ 13. Ledginti e~.l;c~n;:, C'. Fe~e,~~a tray~~l r,ul ~tions u. In~,reasing tfie n~aximum__lod~ing reimbursement. rate E. In<~hi;lity_tc c~btairt rrasonab_l_e 1_odgingin a duty_point 06_ Non- cw~~rnig ~t tra~rel ~~utside Texas but within the continental United States A._Meal expenses B. Lodgi_ng_eYpenses C. Federal travel_regu_lations D. Increasing the maximum. long reimbursement rate E. Inability_ to_o_btain reasonable _lo_ dying in a dui point x_3.07 Overnight travel to U.S. possessi_o_ns, Alaska, Hawaii}_Canada, or Mexico A, Meal _expenses B, Lod~i~expenses C. Inability__to obtain re_asonabl_e lod~in~in a_duty~oint D. Prior approval not required_ 3.08___Non-overnight travel to U.S. pos_ses_sions, Alaska, Hawaii Canada, or Mexico A. Meal expenses B .Lodging expenses C. Pror_approval not required x_3_.09 Travel to_for_ei~;n countries_otherthan Canada and Mexico A. 1VTea1 expenses B_,_Lodging expenses C. Prior_a~p_ro_yal required 3_,10_Travel to multiple duty.points_without an intermediate return to_a designated headquarters A,_ Meal expenses http://www.window.state.tx.us/comptrol/san/fin manuals/tag_man/tag_ch3toc.html 2/27/03 .. rave.. f ~....owance ~~~.~~.c.e - `,.1~ ~~ Pr _~ 1. (;~,~er ii~~ .~ ray el 2. h'r~n-o~~.~~~ ~s;h: trave 13. L.o~l;inlr, e?:pens~s f'. ln> fo ~ r. ~ r,•serEting the state at governmental meetings or conferences outsici;; ~C~~.~s 3. It3 =,xceptir.~>> fo-r~ ,~rEaentin~l_e_gislators or_certain officials § 3 I ~3 E;ccepti~_rr foY tr«~ ~~1 with_legislators_or certain officials ~ 3.20 ~;Juidelines adohtetl by the Texas Ethics Commission 3 2 l Awards or discountsgiven for frequent use of a commercial lodging establishment A 1984 opinion from the_Stat_e__Ethics_Advisory Commission B.__ Section_ 39.02, Penal Code 3.22_.Su_mmary__chart fo_r_lodging expenses 3.23 Direct payment of lodging_and_meal__ex~e_nses ~ 3.24 Lease of apartment or house A. General~rovisions B. Definitions C. Amount of reimbursement 1. General limitation 2. ExcePton_for non-compliance D, _Method of payment E. Meal expenses F. Business telephone calls G__Tra_vel to a second duty point H_ Examples [ TOC_ ] [SFM Home Pale ] Carole Keeton Strayhorn Window on State Government http://www.window.state.tx.us/comptroUsan/fm manuals/tag_man/tag_ch3toc.htxnl 2/27/03 .. rave.. ~ ~....otivance '~~u-.c.e - ',. Zap :er. Texas Comptroller of Public A•~counts -- - Priyacy_and Secui its, l'c~ ic__ http://www.window.state.tx.us/comptroUsan/fm_manuals/tag_man/tag_ch3toc.html 2/27/03 T~l~ ~.. ri _.~J`r`v SIT] ~i.', ~~rLA.'C ~. - .,.1~:;'~: r ~~ Travel Allowance Gilide -Chapter 3 Meal and Lodging Expenses § 3.01 Special definition for meal expense reimbursements ~~1.'.;~ .. ~> .. When determining the maximum that a state agency may reimburse a state employee for meal expenses, "day" means a calendar day. This definition applies to all meal reimbursements, including reimbursements involving non-overnight travel. [ Previous ] [Next ] [ TOC ] Carole Keeton Strayhorn Texas Comptroller of Public Accounts Window on State Government Contact Us Privacy, and_Securit.y Policy_ http://www.window.state.tx.us/comptroUsan/fin manuals/tag_man/tag_3.Ol.html 2/27/03 Travel Allowa>~ce Guide -Chapter 3 Meal and Lodging Expenses § 3.02 Prohibited reimbursements A. Meal expenses. 1. Meal expenses incurred within a designated headquarters. Except as provided in the next paragraph, a state agency may not reimburse a state employee for a meal expense incurred within the employee's designated headquarters, even if incurred while the employee is traveling to or from a duty point outside the headquarters. A state agency may reimburse a state employee for a meal expense incurred within the employee's designated headquarters if it is mandatory and connected with training, a seminar, or a conference. Voucher and Documentation Requirement: The supporting documentation for the reimbursement of a state employee for a meal expense incurred within the employee's designated headquarters must include a determination by the sponsor of the training, seminar, or conference that the meal was mandatory and connected with the training, seminar, or conference. 2. Meal expenses incurred while absent from duty for personal reasons. A state employee may not be reimbursed for a meal expense incurred while the employee is absent from duty for personal reasons unless the expense is incurred under one of the circumstances listed in Secton.1.14(B~. However, a state employee who conducts any official state business during a day is eligible for reimbursement of the meal expenses incurred on that day, regardless of when the absence from duty begins or ends during the day. For the purpose of the preceding paragraph, "personal reason" includes the breakdown of a personally-owned or leased motor vehicle and any occurrence not connected with a state employee's official duties. B. Lodging expenses. 1. Lodging expenses incurred within a designated headquarters. Except as provided in the next paragraph, a state agency may not reimburse a state employee for a lodging expense incurred within the employee's designated headquarters. A state agency may reimburse a state employee for a lodging expense incurred within the employee's designated headquarters if it is mandatory and connected with training, a seminar, or a conference. http://www.window.state.tx.us/comptroUsan/fm manuals/tag_man/tag_3.02.htm1 2/27/03 ,..:. ti'oucher and Documentation Requirement: The supporting documentation for the reimbursement or payment of a lodging expense incurred by a .state employee within the employee's designated headquarters must include a determination by the sponsor of the training, seminar, or conference that the lodging was mandatory and connected with the training, seminar, or conference. 2. Lodging expenses incurred at other than commercial lodging establishments. A state agency may not reimburse a state employee for a lodging expense incurred at a place that is not a commercial lodging establishment. 3. Lodging expenses incurred while absent from duty for personal reasons. A state employee may not be reimbursed for a lodging expense incurred while the employee is absent from duty for personal reasons unless the expense is incurred under one of the circumstances listed in Section 1.14(B). However, a state employee who conducts any official state business during a day is eligible for reimbursement of the lodging expenses incurred on that day, regardless of when the absence from duty begins or ends during the day. For the purpose of the preceding paragraph, "personal reason" includes the breakdown of a personally-owned or leased motor vehicle and any occurrence not connected with a state employee's official duties. C. Alcoholic beverages. A state agency may not reimburse a state employee for the purchase of an alcoholic beverage, unless the employee is a peace officer who purchased the beverage as a purchase of evidence in an administrative or civil case. [ Previous ] [Next ] [ TOC Carole Keeton Strayhorn Window on State_Government Texas Comptroller of Public Accounts Contact_Us Privacy and_S_ecurity Policy http://www.window.state.tx.us/comptroUsanlfm manuals/tag_man/tag_3.02.htm1 2/27/03 1'~T.`v~..!\_.oh~;~.T?~Cr~ ~xil"r~ -'.,~?.":;:1' ~~ ~L~.°?: ~~ _~ Travel Allowance wide -Chapter 3 Meal and Lodging Expenses § 3.03 Overnight travel within Texas This section applies when a state employee travels to a duty point within Texas with an overnight stay outside the employee's designated headquarters. A. Meal expenses. A state employee is entitled to be reimbursed for meal expenses incurred on a day that the employee conducts official state business at a duty point located outside the employee's designated headquarters. However, a meal expense is not reimbursable if this section, Ch