11-Harris County Travel, Training, and Business Meeting Policy.pdf

Travel, Training, and Business Meeting Policy

Purpose The purpose of this policy is to establish a uniform and consistent method for administering Harris County’s Travel, Training, and Business Meeting Policy, and to ensure that county funds are spent in a manner that provides full accountability of resources. This policy provides for the reasonable needs of business travelers and establishes criteria for the purchase of and/or reimbursement for food and non-alcoholic beverages at county business meetings. This policy is effective May 22, 2025. Commissioners Court reserves the right to rescind and/or amend this policy at any time.

Scope This policy applies to all travel for Harris County elected officials, department heads, and employees to locations outside Harris County. This policy also applies to all training and County-expensed business meetings, regardless of geographic location. This policy is applicable to all funds accounted for by the County Auditor except for those discretionary funds within the exclusive control of an elected official. This policy indicates the basis under which county business travel will be authorized and establishes per diem rates for meals and incidentals. This policy also establishes criteria for the reimbursement for training expenses and of food and non-alcoholic beverages for county business meetings.

Court Approval All departments (including those headed by elected officials, those with heads who are appointed by Commissioners Court, and those whose heads are independently appointed) must submit to the Office of Management and Budget as part of their annual ConƟnuing Level of Service (CLS) budget forecast and the annual budget approval process their proposed budget allocaƟons for travel, training, and business meeƟng incidentals.

Employees must obtain approval for all individual travel, training, and business meeƟng expenses from their department head or delegate manager approved by the department head.

The following require court approval:

a) All Out of Texas travel.

b) All travel with overnight lodging (including in-Texas travel, travel to other states, and/or international travel)

c) Training with expenses more than $500.00, excluding mileage.

d) Blanket travel and training requests.

e) Business meetings not hosted by Harris County (Chamber of Commerce, Rotary Club meetings, etc.) with expenses more than $500.00, excluding mileage.

f) County business meetings with food and non-alcoholic beverages more than $500 per event.

Departments are encouraged to obtain court approval prior to travel and training events. If unable to obtain court approval prior to the event, Travel & Training Request forms may be submitted to court within 60 days of the event. Travel & Training Request forms not approved by court and not submitted within 60 days may result in non-reimbursement.

*Please note: If a travel request was previously approved in court and changes are made (i.e., if the number of employees, funding source, or event dates change, or if the total actual expenses exceed the estimated expenses by 15% or more), the request requires additional court approval.

The following do not require court approval:

a) Routine mileage reimbursement associated with normal job duties.

b) Meal reimbursements up to $30.00 per day with a receipt for travel outside of the county without an overnight stay.

c) Training with expenses at or under $500.00, excluding mileage.

d) Business meetings not hosted by Harris County (Chamber of Commerce, Rotary Club meetings, etc.) with expenses at or under $500.00, excluding mileage.

e) County business meetings with food and non-alcoholic beverages at or under $500.00 per event.

Travel and Training Budgets Once the total annual travel and training budget allocations are approved by Commissioners Court, each department shall allocate funds to their travel and training budget as deemed necessary. Departments are encouraged to use online training and video conferences to minimize travel expenses and to ensure that each travel arrangement is the most cost-effective, considering all relevant factors.

Requests requiring court approval for travel and training expenses shall be submitted to Commissioners Court on an In Texas or Out of Texas Travel & Training Request form. Travel expense reimbursements shall be recorded on the appropriate County Auditor's method and submitted to the County Auditor within 60 days of the end of travel.

Refer to the County Auditor's Travel, Training, and Business Meetings, T.1., and Mileage Reimbursement, I.1-2 for specific requirements and when Travel & Training Request forms shall be submitted for Commissioners Court approval.

In Texas Travel

Meals & Incidentals A per diem reimbursement rate of $80.00 per day is established for meals and incidentals (tips/gratuity), which applies to both In Texas and Out of Texas travel with overnight lodging. The per diem reimbursement replaces actual meal costs and receipts are not required. Per diem reimbursements are allowed on dates of travel and dates with overnight lodging; however, per

IRS Publication 463 (Travel, Gift, and Car Expenses), on the day the employee departs for and the day the employee returns from a business trip, the employee must prorate the standard meals and incidentals allowance (figure a reduced amount for each day):

a) On the date of departure for a business trip, if the employee’s departure time from Harris County is between 12:00am and 12:00pm, the per diem reimbursement rate will be $65.00 (calculation represents reimbursement for the cost of two $30.00 meals plus a $5.00 reimbursement for incidentals).

b) On the date of departure for a business trip, if the employee’s departure time from Harris County is between 12:01pm and 11:59pm, the per diem reimbursement rate will be $35.00 (calculation represents reimbursement for the cost of one $30.00 meal plus a $5.00 reimbursement for incidentals).

c) On the date of return from a business trip, if the employee’s arrival time back to Harris County is between 12:00am and 12:00pm, the per diem reimbursement rate will be $35.00 (calculation represents reimbursement for the cost of one $30.00 meal plus a $5.00 reimbursement for incidentals).

d) On the date of return from a business trip, if the employee’s arrival time back to Harris County is between 12:01pm and 11:59pm, the per diem reimbursement rate will be $65.00 (calculation represents reimbursement for the cost of two $30.00 meals plus a $5.00 reimbursement for incidentals).

Meal reimbursements are allowed up to $30.00 per day with a receipt for travel outside of the county without an overnight stay.

Overnight Lodging Overnight lodging expenses will be reimbursed based on actual charges; however, the cost shall be reasonable for the travel destination. Overnight lodging expenses incurred the night before county business begins and the night after county business ends are reimbursable if the expenses are incurred to qualify for discount airfare or if travel to or from the office reasonably requires more than one day.

Transportation Employees may be reimbursed for transportation charges incurred while conducting county business including airline, bus, train, and ground transportation fares and vehicle rental costs. It is the responsibility of the department head to ensure that the most cost-effective method of transportation is utilized, considering all relevant factors. Requests to use a county vehicle with overnight lodging shall have Commissioners Court approval. If an employee travels by personal car, the employee will be reimbursed in accordance with the County Auditor’s Office’s approved Mileage Reimbursement, I.1-2.

Airline travel shall be planned in advance to ensure best rates are obtained, considering all relevant factors. Employees should select Economy Class or equivalent seating on airlines and public transportation to ensure prudent use of County resources. Seat upgrades for airline and public transportation are generally not reimbursable, but may be reimbursed if the travel would otherwise be unable to take place, or under other extenuating circumstances at the discretion of the department head, with receipt and the approval of the department head. Expenses associated with travel (i.e., baggage fees, parking, tolls, flight or rental car insurance) are reimbursable with receipt. Refer to the County Auditor's Travel, Training, and Business Meetings, T.1., for specific requirements.

Out of Texas Travel Out of Texas travel expenses will not be paid from the general fund, unless otherwise reviewed by the County Budget Officer, and submitted to Commissioners Court for approval. All other rules are the same as In Texas travel.

International Travel The Commissioners Court order of August 8, 2006, prohibiting county business travel outside of the United States shall remain in effect. No travel funds will be approved for travel outside of the United States, except in “extraordinary circumstances which involve county business”. The extraordinary circumstances travel necessity requires prior approval from Commissioners Court, the County Budget Officer, and the department head.

Blanket Travel and Training Requests The Commissioners Court policy adopted March 6, 2007, will remain in effect regarding travel and training expense requests which cover a fiscal year, a grant fiscal year, or a similar extended period for attendance at consistent and on-call meetings that are expected. In those cases, the department head shall submit an In Texas and/or Out of Texas Travel Request form with the number of employees and projected costs for the period. At the end of the fiscal year, a grant fiscal year, or a similar extended period, the department shall submit another form which reflects any additional cost to the initially submitted form. Each department shall maintain a travel report/log that reflects pertinent data and expenses, which may be audited by the County Auditor. The Auditor's report will be presented to the Budget Officer and Commissioners Court representatives.

The Department of Intergovernmental and Global Affairs shall present a proposed order for legislative travel to Commissioners Court at the beginning of a new biennium of the Texas Legislature.

Vendor Paid Travel Travel paid for by vendors or parties seeking to do business with the county must be in compliance with the Harris County Code of Conduct, Article IV.

Receipt Requirements The following receipts are required:

a) Overnight lodging

b) Airline tickets and flight insurance/cancellation or change coverage

c) Train, bus, or other public transportation fare

d) Taxi, rideshare, or other ground vehicle fare

e) Rental cars, scooters, or bicycles and related insurance

f) Tolls

g) Parking fees (please note, parking tickets are not reimbursable)

h) Seminars, conferences, training, external business meetings, etc.

i) Meal reimbursements up to $30.00 per day for travel outside of the county without an overnight stay.

Refer to the County Auditor's Travel, Training, and Business Meetings, T.1., for specific requirements.

Business Meeting Food and Non-Alcoholic Beverages Court approval is required for the purchase of or reimbursement for food and non-alcoholic beverages for county business meetings, if more than $500.00 per event, regardless of whether the event takes place at a County facility.

Once the total annual business meeƟng expense budget allocaƟon is approved by Commissioners Court, each department head shall allocate their approved funds to their specific business meeƟng needs as deemed necessary. Departments are encouraged to use phone calls and online video conferences to minimize expenses and to ensure cost-effecƟveness, considering all relevant factors.

Expenses for food, non-alcoholic beverages, and incidentals (ie. Utensils, plates, napkins) may be reimbursed if the meeting is agenda-driven and directly related to county business, regardless of whether the meeting takes place at a County facility.

The department head is accountable for determining:

a. The necessity for expending public funds for food and non-alcoholic beverages,

b. The appropriateness and accuracy of the claim,

c. The availability of funds, and

d. Conformity with county policy.

Itemized receipts are required for reimbursement along with a copy of the agenda. When substantiated on the receipt, customary tips/gratuity are reimbursable. Reimbursements are not allowed for alcoholic beverages or social functions.

Exceptions Exceptions to this policy may be approved when necessary to meet special circumstances, emergencies, or when in the best interest of Harris County. Requests for exceptions shall be documented, explained, and submitted for approval by Commissioners Court and/or by the County Budget Officer.