Okaloosa County Tourist Development Council — April 25, 2013 (meeting #1135) — reading text

, by whom I am retained; or ___ inured to the special gain or loss of , which is the parent organization or subsidiary of a principal which has retained me. (b) The measure before my agency and the nature of my conflicting interest in the measure is as follows: Date Filed Signature NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED $10,000. CE FORM 8B - EFF. 1/2000 10 Packet Pg. 50  2.A.1.f SECTION TWO: TOURIST DEVELOPMENT DEPARTMENT OPERATIONS AND PROCEDURES MANUAL C.000 PERSONNEL AND EXPENSES C.100 PERSONNEL MATTERS The Director shall make recommendations with respect to personnel issues and present to the County Administrator and Human Resources Director for final approval. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) C.200 STATUS OF PERSONNEL C.300 HUMAN RESOURCES POLICIES As County employees, Tourist Development Department employees are governed by Human Resource policies of the County. C.400 TRAVEL PROCEDURES C.410 GENERAL Travel related expense payments and/or reimbursements are governed by County Policies and Procedures applied under the provisions of Section 112.0601, Florida Statutes. However, for certain travel and promotional expenses, staff is also governed by the broader provisions of Section 125.0104, Florida Statutes. C.420 DEFINITIONS Authorized Persons Persons who obtain the required approval pursuant to Section C.430 of this Manual. Class A Travel - Continuous travel of 24 hours or more away from official headquarters. Class B Travel - Continuous travel of less than 24 hours which involves overnight absence from official headquarters. Class C Travel - Travel for short or day trips where the traveler is not away from official headquarters overnight. 11 Packet Pg. 51  2.A.1.f Official Headquarters - The official headquarters of an officer or employee assigned to an office shall be the city or town in which, or nearest to which, the office is located. Travel Expenses - Usual, ordinary, and incidental expenditures that are necessarily incurred by a traveler. Traveler - A public official, public employee, or authorized person when performing travel. County Travel and County Expenses Travel undertaken and/or Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) expenses incurred by Travelers in context of usual business travel for purposes of staff development/professional education, meetings of purely professional affiliations, management of planning and construction of Product Improvement projects, staff retreats and other Manager-mandated staff Class A-C travel. Reimbursement for this travel and these expenses is governed by Section 112.061, Florida Statutes and Section C.450 of this Manual. Promotional Travel and Promotional Expenses Travel undertaken and/or expenses incurred by Travelers in context of advertising and promotional activities carried out pursuant to the Tourist Development Plan and annual promotional and advertising plan as approved pursuant to Section C.430 of this Manual. Reimbursement of these expenses will be subject to the limitations provided in Section 125.0104(9), Florida Statutes, and Section C.500 of this Manual. C.430 APPROVAL OF TRAVEL EXPENSES All Council members and TDD employees must have prior approval for travel and approval after-the-fact for actual travel expenses. 1) Tourist Development Department staff must receive prior approval of the Director. 2) The Director must receive prior approval of the County Administrator. 3) Council members must receive prior approval of the Board. 4) All foreign travel must receive prior approval of the Board. 12 Packet Pg. 52  2.A.1.f C.440 TRAVEL FORMS Official forms shall be used for travel approval and travel expense reimbursement: 1) Daily Travel Log - This form is used only to obtain reimbursement for mileage incurred in use of a personal vehicle in local travel. 2) Voucher for Reimbursement for Travel Expenses - This form is used to account for travel advances and obtain reimbursement for all local mileage. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 3) Travel Requests a. Obtain advance approval for travel. b. Request payment for registration for conference and conventions in advance of the actual event or as authorized under County Procedures and by Section 112.061(12), Florida Statutes, which governs authorization advances for anticipated travel costs. C.450 REIMBURSABLE OUT-OF-COUNTY TRAVEL AND EXPENSES Reimbursement is permitted for approved County Travel and Expenses incurred each day in conducting bona fide County tourism business, in accordance with County, State and Federal procedures. No one shall be reimbursed for any meal or lodging that is included in a convention, conference registration fee, or airline ticket. 1) Airline fare (at the lowest fare available) or other commercial carrier fare (ticket stub required to be attached to reimbursement request). 2) Any meal included in the fare must be deducted from the per diem reimbursement at the applicable rate. The approved traveler's copy of all ticket invoices shall be submitted as receipts. 3) Taxi, limousine, rental car (attach receipts). 4) Road tolls and parking fees (attach receipts). 5) Registration fees, however, and any meals and lodging included will be deducted in accordance with allowances provided in this policy. If available, an agenda or program schedule, along with a receipt, must be attached when requesting reimbursement. 13 Packet Pg. 53  2.A.1.f 6) Mileage as determined by the County (this amount may change due to Federal Standards dealing with the oil pricing Worldwide), when using personal vehicle. Mileage should be computed from the post of duty to the point of destination. Whenever possible, the mileage computation should be based on current DOT Map Mileage Chart. 7) Vicinity mileage will be paid when an employee, after having reached such employee's original destination, is required to travel within the County or other locations on official business. Attachment: Amended OP Manual - updated 4-12-13 a.6 (1640 : Cover page) 8) All gifts, certificates, coupons, et cetera, received in conjunction with travel are to be turned over to the Tourist Development Department for further handling. In all cases, travel will be by the most economical means taking into account the employee's time involved and distances. If an employee, for such employee's own convenience, travels by auto which would result in more travel reimbursement than had such employee travelled by commercial means, reimbursement shall be limited to the amount had such employee traveled via commercial transportation. C.500 REIMBURSABLE PROMOTIONAL TRAVEL AND EXPENSES The Tourist Development Department is authorized and empowered to: 1) Provide, arrange, and make expenditures for transportation, lodging, meals, and other reasonable and necessary items and services for Tourist Development Department employees and other authorized persons, in accordance with Section C.430 of this Manual, in connection with performance of promotional, marketing, and advertising duties. 2) Entertainment expenses shall be authorized only when meeting with travel writers, tour brokers, or other persons connected with the tourist industry. All travel and entertainment related expenditures made pursuant to this paragraph shall be substantiated by paid receipts. Complete and detailed justification for all travel and entertainment related expenditures made pursuant to this paragraph shall be shown on the Travel Expense Voucher and attached to same. 3) Transportation and other incidental expenses other than those provided in Section C.400 of this Manual shall only be authorized for the Director and designated employees of the Tourist Development Department; and other authorized persons - travel writers, tour brokers, or other persons connected with the tourist industry - when traveling pursuant to paragraph 14 Packet Pg. 54  2.A.1.f 5 below. All other transportation and incidental expenses pursuant to this paragraph shall be as provided in Section C.400 of this Manual. 4) Pay by reimbursement only, except as specifically authorized by the County, through the Tourist Development Department, the costs of per diem and incidental expenses of the Director and employees of the Tourist Development Department , and other authorized persons for foreign travel at the current rates as specified in the federal publication, "Standardized Regulations (Government, Civilian, Foreign Areas)." The provisions of this paragraph shall apply for the Director or other designated