Okaloosa County BOCC — August 2, 2016 — Instructions for PR and Entertainment Expense Reimb Form

OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS PROMOTIONAL AND ENTERTAINMENT-RELATED EXPENSE REIMBURSEMENT REQUEST Instructions for Use The purpose of this form is to provide additional information regarding the nature, amount, purpose and justification for expenditures authorized by F.S. 125.0104(9) and F.S. 331.20. Okaloosa County, while recognizing that expenditures of this nature are customary within the tourism and airline industries, is cognizant of citizen’s perception of public funds being expended for such items. Because of this, separate accountability and justification for these expenditures is required. This form should be filled out by the employee incurring the expenses whether paid in advance, through the use of a County P-card or seeking reimbursement. Attach this form to the related travel voucher when such expenses are related to authorized travel. Note: Travel expenses of the employee should not be included here but stated separately on their travel voucher. Where expenses are comingled on one receipt, report those expenses here and cross reference them on the travel voucher. Nature of Expenditures: List a narrative description of the nature of the expenditures stating they type, whether meals, entertainment, accommodations, transportation, etc. Persons on whose behalf funds have been expended: List the names of each person for whom expenses were incurred. If employed within the tourism or travel (airline/airports) industry indicate their title and the name of the company or agency they work for. State the relationship of the person to Okaloosa County, ie: tour guide, blogger, marketing executive. etc. The purpose here is to explain the relationship or connection between the person for whom expenses have been incurred and Okaloosa County’s tourism or airline operations. Attach an additional list if there is insufficient room on the form. Itemized list of expenditures being requested for reimbursement and purpose: List the expenditures incurred including a description such as meals, entertainment, hospitality, lodgings, transportation, etc. State the purpose for which these expenses have been incurred such as public relations, familiarity of region or area, etc.. List the amount and indicate whether such expenditure was paid for on the employee’s p-card. Return on Investment: Indicate the purpose of the activity and reason for the expenditures. Show the benefits gained and expected return (benefits to the County) from the expenditures. This explanation is essential to justifying that these expenditures serve a public purpose. Employee Signature: Required Department head Approval: Required. Attach all receipts for expenditures listed herein incurred or paid by the employee. DO NOT list any expenses of the employee when such is in connection with a travel claim. Report employee travel expenses and attach employee receipts to their travel form. Where expenses are comingled the employee is responsible for accurately separating the expenditures and shall not double claim reimbursement for such expenses. For example, if an employee’s meal is included on an expense reported herein, he/she shall not claim a meal allowance on his/her travel form.