BOARD OF COUNTY COMMISSIONERS LEON COUNTY, FLORIDA

Title: Adoption of Revised Policy No. 09-1, “Travel”
June 18, 2013
Page 2
Report and Discussion
Background:
On January 15, 2009, the Board adopted County Policy No. 09-01, “Travel” (Travel Policy)
establishing a comprehensive travel policy that addresses forms of travel, travel authorization,
travel expenses, and the usage of purchasing cards. The proposed revised Policy addresses the
use of County-issued purchasing cards (P-cards) for meals, and streamlines the travel
authorization process.
Analysis:
Purchasing Card Use for Meals
Currently, the Travel Policy requires the use of P-cards for travel expenses, such as registration,
lodging, and airline tickets. However, it prohibits the use of P-cards for meals. Instead, the costs
of meals incurred while on travel are normally reimbursed at the per diem rate allowed by the
U.S. General Services Administration (GSA). The proposed revised policy would allow the use
of P-cards for meals while on travel; however, reimbursement would be limited to the lesser of
the per diem rate allowed by GSA, or the actual amount spent utilizing the P-card.
Annual Travel Request Form
In term of travel authorization, the Travel Policy requires the completion of travel request forms
prior to incurring Class A or B (out-of-town, overnight travel) travel expenses for each
individual traveler that may require reimbursement or cash advances. Upon returning from a
trip, a travel expense form is required to be completed by each individual traveler, which
commonly contains identical information provided in the travel request form.
Most of the travel taken by the County officials and staff are to annual conferences and events
that are included as part of the County budget. The proposed revision would establish an annual
travel request form that may be completed by departments and divisions at the beginning of the
fiscal year for the pre-authorization of budgeted annual travel (Attachment #2). This would
streamline the travel request process. The annual travel request form would be limited to
Class A or B travel that requires reimbursements. Travel that requires cash advances would still
be required to complete travel request forms. All forms of travel would still be required to
complete travel expense reports.
Options:
1. Adopt the proposed revised Policy No. 09-1, “Travel.”
2. Do not adopt the proposed revised Policy No. 09-1, “Travel.”
3. Board direction.
Recommendation:
Option #1.
Attachments:
1. Proposed revised Policy No. 09-1, “Travel”
2. Proposed Annual Travel Request Form
Page 28 of 631 Posted at 6:15 p.m. on June 10, 2013