Okaloosa County BOCC — May 4, 2013 — Compare version 5 with original — reading text

payment to be made. (2) (2) 2nd Copy (Yellow): ) shall be retained by the Purchasing Department as a file copy. (3) (3) 3rd Copy (Pink): Requesting ) shall be sent to the requesting department as a reference/file copy. 10. Direct Payments All departments willshall submit the proper payment requests directly to the Finance Department for the following items: 29 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10  (1) Postage/Shipping (2) Subscriptions, Publications, Legal Advertisements (3) Memberships (4) Travel (Hotel, Registration, Employee) (5) Training (Tuition, Lab Fees, Books, Required Course Material for Approved Schooling) (6) Permits (7) Utilities (Gulf PowerElectric, Water & Sewer, SprintPhone, Garbage, Internet, etc.) (8) Court Orders (9) Recurring Budgetary Appropriations (with County Administrator’s annual approval) (10) Notary Services (11) Risk Management Claim Settlements (12) Refunds (deposits and overpayments) (13) Employee reimbursements (14) Banking Finance Fees (15) Recording Fees (16) Value Adjustment Board Fees 11. Travel Approval a. Travel up to $100.00 Requires approval by a. Travel-related expense payments and/or reimbursements are governed by County policy and procedures applied under the provisions of Section 112.061, Florida Statutes. b. All travel must be authorized and approved. Travel requests must be accompanied by a signed statement by the traveler’s supervisor stating that such travel is on official business and stating the purpose of such travel. 1. Travel up to $100.00 may be approved by the Department HeadDirector or designee. b. Travel in excess ofover $100.00 2. Requires approval must be approved by the Department Director and County Administrator or their designees. 3. c. Out-of-County travel must be approved in advance. c. All travel must be by a usually traveled route. In case a person travels by an indirect route for his/her own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route. d. All mileage shall be shown from point of origin to point of destination and, when possible, shall be computed on the basis of the current map of the Department of Transportation. Vicinity mileage necessary for the conduct of official business is allowable but must be shown as a separate item on the expense voucher. 30 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10  e. Travel reimbursement rates may differ when travel is funded pursuant to grant agreements. f. Travelers shall receive a meal allowance for continuous travel of 24 hours or more which involves overnight absence outside the city or town of the official headquarters or immediate vicinity. 1. Subsistence allowances are stabled by Board resolution. 2. No one shall be reimbursed for any meal included in a convention/ conference registration fee paid by the Board, any meals included in the registration fee or provided by the convention/conference or complimentary of the lodging establishment. 3. No allowance permitted within 50 miles of the official headquarters or residence unless circumstances necessitating such overnight travel are fully explained by the traveler and preapproved. Criteria for approval shall include late night or early morning job responsibilities and excessive travel time because of traffic conditions. 4. Meal allowances: i. Breakfast – when travel begins before 6 a.m. and extends beyond 8 a.m. ii. Lunch – when travel begins before 12 noon and extends beyond 2 p.m. iii. Dinner – when travel begins before 6 p.m. and extends beyond 8 p.m. g. Travel for short or day trips not resulting in in overnight absence, Class C travel, is not reimbursable. h. Travel advances of 80% of the estimated travel expense for reimbursements of $50.00 or more may be requested but are not mandatory. i. All travel must be settled with the Finance Department within 10 business days of travel completion. j. If the County has a contract on travel service(s), it willshall be the Department Head’sDirector’s responsibility to insureensure the contracted agency will be used for all travel requirements covered under the contract, except for use of County vehicles and/or private vehicles. Department HeadsDirectors must insureensure that the most advantageous method of travel is used; either the contract agency, the County vehicle or private transportation. He/she shouldDepartment Directors shall compare total travel expenses of all three methods to include time away from job. 31 Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 10  SINGLE k. Taxi fare is listed in Section 112.061(8), Florida Statutes, as an incidental travel expense to the traveler that may be reimbursed. Additionally, the State Department of Financial Services allows for “Actual Tips Paid to Taxi Drivers which shall not exceed fifteen (15) percent of the fare.” Rule 691- 42.010, Florida Administrative Code. l. Travel requests submitted for approval and reimbursement must be accompanied by the following items. Confirmations and itineraries are sufficient for advances. However, actual receipts, tickets, and invoices notating dates and times are required for settlement. a. Summary of Travel Expense form b. Registration forms c. Conference/class agenda (In cases where agendas are not provided, a memo, email correspondence or letter from the meeting sponsor of business showing the meeting purpose, dates, times, and locations must be provided.) d. Itemized hotel receipt e. Flight itinerary and boarding passes f. Car rental receipt with departure and return dates g. Invoices or itemized receipts for any other incidental travel costs (taxi fare, parking fees, tolls, fuel, etc.) H. EMERGENCY PURCHASES 1. Definition: An emergency purchase is defined as one brought about by a sudden unexpected turn of events (i.e., acts of God, riot, fires, floods, accidents or any circumstance or cause beyond the control of the department in the normal conduct of its business) involving health, welfare, injury or loss to the County and which can be rectified only by immediate purchase of equipment, printing, supplies, materials or services. 2. Procedures: In the event of an emergency, the following procedures shall be utilized: a. If during regular work hours (7:30 a.m. to 4:30 p.m., Monday through Friday) (1) Contact the Purchasing Department and inform them of (a) The emergency and (b) The item(s) needed to rectify the emergency (2) The Purchasing Department will procure the item(s) needed. (a) The Purchasing Department will give top priority to emergency purchases. (b) The Purchasing Department shall have the authority to deviate from normal purchasing practices to satisfy an emergency requirement. 3 The above deviations must be fully documented as to why they were necessary. b. If after regular work hours, during the weekend or on a holiday, (1) Contact the Purchasing Director or Staff and (a) Inform them of the emergency (b) Request a verbal approval to purchase (c) Give the Purchasing Department as much information as possible concerning the purchase. (1) Item(s) required (2) Estimated cost (3) Any other information about the purchase that is available. NOTE: A representative from the Purchasing Department shall be on call at all times. If contact cannot be made, and the Department has established that a true emergency exists, the purchase should be obtained and administrative action taken on the following business day. (2) The affected department shall procure the item(s) required to rectify the emergency. The affected department shall use good judgment in procuring the required item(s) at the best possible price considering the circumstances of the emergency. (3) On the first business day following the emergency, the affected department shall electronically submit a completed requisition to the Purchasing Department. The requisition shall indicate: