Santa Clara County Municipal Code Div. A31 Travel

(a) Each member of the Board of Supervisors is authorized to travel within and without the boundaries of the County and state on County business. Travel shall be approved as provided in the Travel Policy Desk Reference Manual.

(b) Any other person traveling for County purposes shall obtain authorization as provided in the Travel Policy Desk Reference Manual prior to travel on official County business.

(c) It shall be the traveling employee's responsibility to know the general intent of the travel policies, exercise reasonable and prudent judgment relative to County business travel and to request reimbursement for travel expenses consistent with these policies. County Board members, Board appointees, other elected officials, the County Executive, agency/department heads, and department heads shall have primary authority for travel authorization, and the Controller-Treasurer and Chief Operating Officer shall have final approval authority on the compliance, appropriateness and reasonableness of travel reimbursement requests.

(Code 1954, § 3.1.4-1; Ord. No. NS-300.31, § 1, 5-26-58; Ord. No. NS-300.51, § 1, 9-19-60; Ord. No. NS-300.65, § 1, 10-15-62; Ord. No. NS-300.173, § 1, 2-26-73; Ord. No. NS-300.17, § 7, 7-18-73; Ord. No. NS-300.189, § 1, 5-31-74; Ord. No. NS-300.249, § 1, 10-11-77; Ord. No. NS-300.569, § I, 4-25-95; Ord. No. NS-300.707, § 1, 3-25-03; Ord. No. NS-300.856, § 1, 1-15-13)

(a) Travel policies and principles will be summarized in the County Administrative Policy and Procedures Manual and will be set out in detail in the Travel Policy Desk Reference Manual. The Travel Policy Desk Reference Manual will provide the policy's purpose, objectives and guiding principles. It will also describe responsibilities, required approvals, spending and reimbursement limits and shall describe both allowed and disallowed travel expenses. The desk reference manual will also describe standards for exceptions, claims procedures and timelines for submitting travel claims.

(b) The County Controller is authorized to maintain, review and update these travel policies and desk reference manual in accordance with required changes and not less than once every two years. Any major revisions or changes to the travel policies, principles, rules and guidelines shall be approved by the Board of Supervisors.

(Ord. No. NS-300.707, § 2, 3-25-03)

In addition to his or her regular compensation, any person traveling on authorized County business shall be reimbursed for expenses incurred for mileage, transportation, lodging, meals, and other reimbursable expenses as provided in the Travel Policy Desk Reference Manual.

(Code 1954, § 3.1.4-2; Ord. No. NS-300.31, § 1, 5-26-58; Ord. No. NS-300.65, § 2, 10-15-62; Ord. No. NS-300.74, § 1, 11-2-64; Ord. No. NS-300.123, § 1, 9-23-68; Ord. No. NS-300.173, § 2, 2-26-73; Ord. No. NS-300.176, § 1, 7-3-73; Ord. No. NS-300.189, § 2, 5-31-74; Ord. No. NS-300.248, § 1, 8-16-77; Ord. No. NS-300.301, § 1, 7-31-79; Ord. No. NS-300.342, § 1, 8-4-81; Ord. No. NS-300.398, § 1, 10-8-85; Ord. No. NS-304.119, § 1, 9-10-91; Ord. No. NS-300.488, § 1, 10-22-91; Ord. No. NS-300.569, § II, 4-25-95; Ord. No. NS-300.707, § 3, 3-25-03; Ord. No. NS-300.821, § 1, 6-22-10)

Editor's note— Section 2 of Ord. No. NS-300.488 declared the ordinance effective July 22, 1991.

Editor's note— Sec. 2 of Ord. No. NS-300.856, adopted Jan. 15, 2013, deleted § A31-3, meals for persons providing services without compensation, County employees whose duties require attendance at meetings, having derived from the 1954 Code; Ord. No. NS-300.59, adopted May 7, 1962; Ord. No. NS-300.74, adopted Nov. 2, 1964; Ord. No. NS-300.113, adopted Nov. 13, 1967; Ord. No. NS-300.569, adopted April 25, 1995; and Ord. No. NS-300.707, adopted Mar. 25, 2003.

(a) When, pursuant to Government Code § 50023, the Board of Supervisors by resolution designates a representative to maintain an office in Washington, D.C. or Sacramento, California, to attend the State Legislature or Congress and any committees thereof, to meet with legislators or legislators-elect, or to meet with representatives of executive or administrative agencies of the state or federal government or local governments, such representative is authorized to incur any expense for or reasonably related to providing breakfast, luncheon and dinner conferences, discussions and meetings about the authorized subject matter subject to the limitations that such expenses shall not exceed the following amounts:

(1) For a representative assigned to Washington, D.C.—$1,000.00 a month.

(2) For a representative assigned to Sacramento, California—$300.00 a month.

(b) Claims for reimbursement for these expenses must state that they were incurred pursuant to this section and must identify the date and amount of the expenditure. A statement about the subject matter of the conference, meeting or appearance shall also be included in the claim for reimbursement if the expense for a single such conference or meeting exceeds $200.00.

(Ord. No. NS-300.170, § 1, 1-9-73; Ord. No. NS-300.569, § IV, 4-25-95; Ord. No. NS-300.707, § 5, 3-25-03)

Editor's note— Ord. No. NS-300.569, § IV, adopted Apr. 24, 1995, repealed former § A31-4 which pertained to expenses of persons on extended assignment outside of County, and renumbered former § A31-4.5 as § A31-4.

Editor's note— Ord. No. NS-300.569, § V, adopted Apr. 24, 1995, repealed former § A31-5 which pertained to reimbursement for meals at meetings where price fixed.

Editor's note— Ord. No. NS-300.189, § 3, adopted May 31, 1974, amended this Code by repealing former § A31-6 containing provisions relative to the maximum expense allowable for conventions and conferences. Said former § A31-6 was derived from: Code 1954, § 3.1.4-3; Ord. No. NS-300.15, § 1, adopted Jan. 16, 1956; Ord. No. NS-300.31, § 1, adopted May 26, 1958; Ord. No. NS-300.51, § 1, adopted Sept. 19, 1960; and Ord. No. NS-300.173, § 4, adopted Feb. 26, 1973.

(a) Whenever a County employee or other person traveling on County business requires an advance of funds for traveling expenses, and where these expenses are not paid directly by the County and the traveler does not have a County procurement card (P-Card), the traveler must submit a written request for an advance to the Controller. A warrant in the appropriate amount shall be issued if the request has been approved as provided in the Travel Policy Desk Reference Manual.

(b) Travel advances must be settled with the Controller by filing a trip expense report within 90 days after return. The policies and procedures for reporting and recovery of travel advances are set out in the Travel Policy Desk Reference Manual.

(Code 1954, § 3.1.4-4; Ord. No. NS-300.51, § 1, 9-19-60; Ord. No. NS-300.123, § 2, 9-23-68; Ord. No. NS-300.173, § 5, 2-26-73; Ord. No. NS-300.176, § 2, 7-3-73; Ord. No. NS-300.569, § VI, 4-25-95; Ord. No. NS-300.707, § 6, 3-25-03; Ord. No. NS-300.924, § 1, 4-17-18)

Notwithstanding any other provision of this Code, persons employed by the County and assigned to the transportation of prisoners requiring travel out of the State of California shall be allowed full advancement for anticipated actual and necessary expenditures for mileage, transportation, lodging and meal expenses otherwise allowable for themselves and their prisoners. Reimbursement allowance for such expenditures shall be in accordance with rules and regulations of the California State Board of Control governing such travel.

(Ord. No. NS-300.238, § 1, 1-11-77; Ord. No. NS-300.415, § 10, 6-25-87; Ord. No. NS-300.569, § VII, 4-25-95; Ord. No. NS-300.707, § 7, 3-25-03)

Editor's note— Ord. No. NS-300.569, § VII, adopted Apr. 24, 1995, repealed former § A31-7.1 which pertained to other advances, and renumbered former § A31-7.2 as § A31-7.1.

Before any reasonable and necessary travel expenses are paid to any person traveling on County business, a County trip expense report must be completed in compliance with the guidelines in the Travel Policy Desk Reference Manual.

(Code 1954, § 3.1.4-5; Ord. No. NS-300.31, § 1, 5-26-58; Ord. No. NS-300.569, § VIII, 4-25-95; Ord. No. NS-300.707, § 8, 3-25-03)

An officer or employee traveling on County business may use personal transportation in lieu of common carrier service, provided that all County requirements concerning vehicles are met, as provided in the County Administrative Policies and Procedures Manual and Travel Policy Desk Reference Manual. In addition, the Director of Risk Management shall have the authority to revoke a County traveler's County driver permit.

(Code 1954, § 3.1.4-6; Ord. No. NS-300.36, § 5, 12-1-58; Ord. No. NS-300.87, § 3, 12-20-65; Ord. No. NS-300.146, § 1, 12-29-70; Ord. No. NS-300.569, § IX, 4-25-95; Ord. No. NS-300.707, § 9, 3-25-03)

Editor's note— Ord. No. NS-300.569, § X, adopted Apr. 25, 1995, repealed former § A31-9.5 which pertained to assigned County vehicles.

In case of any emergency, the head of any office, department or institution may authorize a subordinate officer or employee to use a privately-owned automobile, motorcycle, motorized land conveyance, airplane, truck or trailer in the performance of their duties without first obtaining authorization from the Director of Risk Management. In presenting a claim for traveling expenses so incurred, however, the claimant shall provide verification of the emergency from the head of the office, department or institution.

(Code 1954, § 3.1.4-7; Ord. No. NS-300.146, § 2, 12-29-70; Ord. No. NS-300.569, § XI, 4-25-95)

(a) Any officer or employee of the County who has been authorized to travel on County business by use of a privately-owned automobile or truck shall be reimbursed for the actual miles traveled. Effective September 1, 2000, the rate of reimbursement shall be equal to the "standard mileage rate" for auto expenses established by the federal government as the maximum tax-exempt mileage rate. Thereafter, the County rate of reimbursement shall be adjusted on the first day of the month that any change in the federal government "standard mileage rate" is effective.

The phrase "actual miles traveled" shall be defined as all miles driven on County business. However, no mileage reimbursement shall be paid for miles traveled to the first field or work location of the day from the worker's place of residence or from the last field or work location of the day to the worker's place of residence, unless the miles traveled exceeds the distance normally traveled by the worker during his/her normal home-to-work commute. In that case, the worker may claim reimbursement for only the added mileage which exceeds the normal home-to-work mileage.

In addition, for officers and employees not eligible for overtime compensation, compensatory time off, or other remuneration, "actual miles traveled" includes:

(1) The mileage to and from home and the work location if the presence of the officer or employee is required on a scheduled day off.

(2) The daily commute mileage resulting from more than one daily trip to and from home and a work location when the presence of the officer or employee is required before or after regular work hours.

(b) Reimbursement for all travel shall be claimed in accordance with policies and procedures set forth in the County Administrative Policies and Procedures Manual and the Travel Policy Desk Reference Manual.

(Code 1954, § 3.1.4-8; Ord. No. NS-300.26, § 1, 12-30-57; Ord. No. NS-300.40, § 1, 6-29-59; Ord. No. NS-300.65, § 3, 10-15-62; Ord. No. NS-300.146, § 3, 12-29-70; Ord. No. NS-300.176, § 3, 7-3-73; Ord. No. NS-300.181, § 1, 3-26-74; Ord. No. NS-300.231, § 1, 10-26-76; Ord. No. NS-300.297, § 1, 7-9-79; Ord. No. NS-300.334, § 1, 3-16-81; Ord. No. NS-300.343, § 1, 8-4-81; Ord. No. NS-300.398, § 2, 10-8-85; Ord. No. NS-300.569, § XII, 4-25-95; Ord. No. NS-300.592, § I, 1-14-97; Ord. No. NS-300.640, 9-12-00; Ord. No. NS-300.707, § 10, 3-25-03)

Except as otherwise provided by the Director of Risk Management, every officer or employee authorized to use a privately-owned automobile, motorcycle, motorized land conveyance or truck on County business shall maintain a policy of motor vehicle liability insurance in accordance with California Vehicle Code § 16451. The officer or employee shall provide the head of their office, department or institution with not less than ten days' written notice prior to the expiration, termination or material change of such policy, and shall deliver a copy of the policy to the Director upon request.

(Code 1954, § 3.1.4-9; Ord. No. NS-300.36, § 5, 12-1-58; Ord. No. NS-300.87, § 4, 12-20-65; Ord. No. NS-300.103, § 1; 11-21-66; Ord. No. NS-300.140, § 1, 7-7-70; Ord. No. NS-300.146, § 4, 12-29-70; Ord. No. NS-300.569, § XIII, 4-25-95)

Editor's note— Ord. No. NS-300.569, §§ XIV—XVIII, adopted Apr. 25, 1995, repealed former §§ A31-13—A31-17, which pertained to exemption from insurance; using uninsured vehicle, proof of insurance; records of private conveyance use, review, revocation of authorization; payment for out-of-county trials; and payment for out-of-county inspections.