4-Attachment V-Wilco Contract Exhibit C REIMBURSEMENT v2023.03.pdf
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- Attached to
- 26RFCSP23 Justice Complex Chiller Plant Upgrade
- Solicitation number
- 26RFCSP23
- Issued by
- Williamson County, Texas
About this file
This document is a Vendor Reimbursement Policy from Williamson County, Texas, establishing guidelines for allowable expenses and reimbursement procedures for vendors contracting with the county. The policy applies to all vendors doing business with Williamson County and covers reimbursable expenditures including travel, meals, lodging, airfare, car rentals, and personal vehicle mileage. All invoices must include adequate descriptions of goods or services provided and acceptable backup documentation; invoices with hourly billing rates require affidavits signed by officers or principals of the vendor certifying work authorization and accuracy. The county only reimburses travel costs for work performed outside a 45-mile radius from the Williamson County Courthouse in Georgetown, Texas, and requires complete travel reimbursement requests submitted together rather than in partial increments.
The policy establishes specific reimbursement limits and requirements across multiple expense categories: meal reimbursement is capped at $59 per day for overnight travel and $25 per day for day travel with required substantiation by hotel receipts; lodging reimbursement requires itemized hotel folios documenting single room rates plus applicable tax; airfare is limited to coach fare with no personal preference charges; car rentals must be economy or mid-size vehicles; and personal vehicle mileage is reimbursed at the IRS standard rate with detailed documentation requirements. The policy explicitly prohibits reimbursement for numerous expenses including alcoholic beverages, personal phone calls, laundry, entertainment, excessive baggage fees, medical services, office supplies, and any items deemed inappropriate or unnecessary by the county. Vendors must immediately repay the county for any inappropriately reimbursed expenses identified during audit, and the county reserves the right to retain amounts owed to vendors to collect such inappropriate reimbursements. The policy may be altered or amended at any time without prior notice to vendors.
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Page 1 March 29, 2023 Exhibit C - Vendor Reimbursement Policy
EXHIBIT C
Williamson County
Vendor Reimbursement Policy The purpose of this Williamson County Vendor Reimbursement Policy (“Policy”) is to provide clear guidelines to vendors on Williamson County’s expectations and requirements regarding allowable reimbursable expenditures and required backup. The Policy will also minimize conflicts related to invoice payments and define non-reimbursable items. This Policy is considered a guideline and is not a contract.
This Policy may be altered, deleted or amended, at any time and without prior notice to vendors, by action of the Williamson County Commissioners Court. Unenforceable provisions of this Policy, as imposed by applicable law, regulations, or judicial decisions, shall be deemed to be deleted. Any revisions to this Policy will be distributed to all current vendors doing business with the County.
1. Invoices and Affidavits
1.1 Invoices must adequately describe the goods or services provided to County and include all required backup (i.e. reimbursable expenses, mileage log, timesheets, receipts detailing expenses incurred etc.) that is in a form acceptable to the Williamson County Auditor. Invoices that do not adequately describe the goods or services provided to County or contain backup that is satisfactory to the Williamson County Auditor will be returned to vendor for revisions and the provision above relating to invoice errors resolved in favor of the County shall control as to the required actions of vendor and when such invoice must be paid by the County.
1.2 In the event an invoice includes charges based upon hourly billing rates for services or any other rates based upon the amount of time worked by an individual or individuals in performing services, whether the charges are being billed directly to the County or whether they are the basis of invoices from subcontractors for which the vendor seeks reimbursement from the County, the charges shall be accompanied by an affidavit signed by an officer or principal of the vendor certifying that the work was performed, it was authorized by the County and that all information contained in the invoice that is being submitted is true and correct.
1.3 Upon County’s request, vendor must submit all bills paid affidavits wherein vendor must swear and affirm that vendor has paid each of its subcontractors, laborers, suppliers and material in full for all labor and materials provided to vendor for or in connection with services and work performed for County and, further, vendor must swear and affirm that vendor is not aware of any unpaid bills, claims, demands, or causes of action by any of its subcontractors, laborers, suppliers, or material for or in connection with the furnishing of labor or materials, or both, for services and work performed for County.
2. Travel Reimbursement
2.1 The County will only cover costs associated with travel for vendors outside a 45-mile radius from the Williamson County Courthouse, 710 Main Street, Georgetown, Texas 78626.
2.2 The County will only cover costs associated with travel as documented work for County. If a vendor is also doing business for another client, the travel costs must be split in proportion to the amount of work actually performed for the County and the other client. The only allowable travel expense will be for the specific days worked for Williamson County.
2.3 No advance payments will be made to vendor for travel expenditures. The travel expenditure may only be reimbursed after the expenditure/trip has already occurred and vendor has provided the Williamson County Auditor with all necessary and required backup.
25FRPXX – Attachment V
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2.4 Vendors must submit all travel reimbursement requests on each employee in full. Specifically, a travel reimbursement request must include all related travel reimbursement expenses relating to a particular trip for which vendor seeks reimbursement. Partial travel reimbursement requests will not be accepted (i.e. vendor should not submit hotel and mileage one month then the next month submit rental car and airfare). If the travel reimbursement appears incomplete, the invoice will be sent back to the vendor to be submitted when all information is ready to submit in full.
2.5 Reimbursement for transportation costs will be at the most reasonable means of transportation (i.e.: airline costs will be reimbursed for coach rate, rental car costs will only be reimbursed if rental car travel was most reasonable means of travel as compared to travel by air).
2.6 The County will not be responsible for, nor will the County reimburse additional charges due to personal preference or personal convenience of individual traveling.
2.7 The County will not reimburse airfare costs if airfare costs were higher than costs of mileage reimbursement.
2.8 Additional expenses associated with travel that is extended to save costs (i.e. Saturday night stay) may be reimbursed if costs of airfare would be less than the cost of additional expenses (lodging, meals, car rental, mileage) if the trip had not been extended. Documentation satisfactory to the Williamson County Auditor will be required to justify expenditure.
2.9 County will only reimburse travel expense to necessary personnel of the vendor (i.e. no spouse, friends or family members).
2.10 Except as otherwise set forth herein, a vendor must provide a paid receipt for all expenses. If a receipt cannot be obtained, a written sworn statement of the expense from the vendor may be substituted for the receipt.
2.11 Sales tax for meals and hotel stays are the only sales taxes that will be reimbursed. Sales tax on goods purchased will not be reimbursed. A sales tax exemption form is available from the Williamson County Auditor’s Office upon request.
2.12 The County will not pay for any late charges on reimbursable items. It is the responsibility of the vendor to pay the invoice first and seek reimbursement from the County.
3. Meals
3.1 Meal reimbursements are limited to a maximum of $59.00 per day on overnight travel. On day travel (travel that does not require an overnight stay), meal reimbursements are limited to a maximum of $25.00 per day. The travel must be outside the Williamson County Courthouse, 710 Main Street, Georgetown, Texas 78626 by a 45-mile radius.
3.2 Receipts are required on meal reimbursement amounts up to the maximum per day amount stated for overnight or day travel. If receipts are not presented, the vendor can request per diem (per diem limits refer to 3.2). However, a vendor cannot combine per diem and meal receipts.
Only one method shall be allowed.
3.3 Meals are reimbursable only to vendors who do not have necessary personnel located within a 45-mile radius of the Williamson County Courthouse, 710 Main Street, Georgetown, Texas 78626, who are capable of carrying the vendor’s obligations to the County. Meals will not be reimbursed to vendors who are located within a 45-mile radius of the Williamson County Courthouse.
3.4 County will not reimburse for alcoholic beverages.
3.5 Tips are reimbursable but must be reasonable to limitation of meal allowance
3.6 No meals purchased for entertainment purposes will be allowed.
3.7 Meal reimbursement must be substantiated with a hotel receipt.
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4. Lodging
4.1 Hotel accommodations require an itemized hotel folio as a receipt. The lodging receipt should include name of the motel/hotel, number of occupant(s), goods or services for each individual charge (room rental, food, tax, etc.) and the name of the occupant(s). Credit card receipts or any other form of receipt are not acceptable.
4.2 Vendors will be reimbursed for a single room rate charge plus any applicable tax. If a single room is not available, the vendor must provide documentation to prove that a single room was not available in order to justify the expense over and above the single room rate. A vendor may also be required to provide additional documentation if a particular room rate appears to be excessive.
4.3 Personal telephone charges, whether local or long distance, will not be reimbursed.
5. Airfare
5.1 The County will only reimburse up to a coach price fare for air travel.
5.2 The County will exclude any additional charges due to personal preference or personal convenience of the individual traveling (i.e. seat preference charges, airline upgrades, etc. will not be an allowable reimbursement)
5.3 Air travel expenses must be supported with receipt copy of an airline ticket or an itinerary with actual ticket price paid. If tickets are purchased through a website, vendor must submit a copy of the webpage showing the ticket price if no paper ticket was issued.
5.4 Cancellation and/or change flight fees may be reimbursed by the County but vendor must provide the Williamson County Auditor with documentation in writing from a County department head providing authorization for the change.
5.5 The County will not reimburse vendor for tickets purchased with frequent flyer miles.
6. Car Rental
6.1 Vendors that must travel may rent a car at their destination when it is less expensive than other transportation such as taxis, airport shuttles or public transportation such as buses or subways.
6.2 Cars rented must be economy or mid-size. Luxury vehicle rentals will not be reimbursed. Any rental costs over and above the cost of a mid-size rental will be adjusted.
6.3 Vendors will be reimbursed for rental cars if the rental car cost would have been less than the mileage reimbursement cost (based on the distance from vendor’s point of origin to Williamson County, Texas) had the vendor driven vendor’s car.
6.4 Vendors must return a car rental with appropriate fuel levels as required by rental agreement to avoid the car rental company from adding fuel charges.
6.5 Rental agreement and credit card receipt must be provided to County as back up for the request for reimbursement.
6.6 Insurance purchased when renting vehicle may also be reimbursed.
6.7 Car Rental optional extras such as GPS, roadside assistance, and administrative fees on Tolls will not be reimbursed.
7. Personal Car Usage
7.1 Personal vehicle usage will be reimbursed in an amount equal to the standard mileage rate allowed by the IRS.
7.2 Per code of Federal Regulations, Title 26, Subtitle A, Chapter 1, Subchapter B, Part IX, Section 274(d), all expense reimbursement requests must include the following:
7.2.1.1 Date
7.2.1.2 Destination
7.2.1.3 Purpose
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7.2.1.4 Name of traveler(s)
7.2.1.5 Correspondence that verifies business purpose of the expense
7.3 The mileage for a personal vehicle must document the date, location of travel to/from, number of miles traveled and purpose of trip.
7.4 Mileage will be reimbursed on the basis of the most commonly used route.
7.5 Reimbursement for mileage shall not exceed the cost of a round trip coach airfare.
7.6 Reimbursement for mileage shall be prohibited between place of residence and usual place of work.
7.7 Mileage should be calculated from employee’s regular place of work or their residence, whichever is the shorter distance when traveling to a meeting or traveling to Williamson County, Texas for vendors who are located outside of the Williamson County Courthouse, 710 Main Street, Georgetown, Texas 78626 by at least a 45-mile radius.
7.8 When more than one person travels in same vehicle, only one person may claim mileage reimbursement.
7.9 Tolls, if reasonable, are reimbursable. Receipts are required for reimbursement. If a receipt is not obtainable, then written documentation of expense must be submitted for reimbursement (administrative fees on Tolls will not be reimbursed).
7.10 Parking fees, if reasonable are reimbursable for meetings and hotel stays. For vendors who contract with a third party for visitor parking at vendor’s place of business, Williamson County will not reimburse a vendor based on a percentage of its contracted visitor parking fees.
Rather, Williamson County will reimburse Vendor for visitor parking on an individual basis for each time a visitor uses Vendor’s visitor parking. Receipts are required for reimbursement.
If a receipt is not obtainable, then written documentation of expense must be submitted for reimbursement.
7.11 Operating and maintenance expenses as well as other personal expenses, such as parking tickets, traffic violations, and car repairs and collision damage are not reimbursable.
8. Other Expenses
8.1 Taxi fare, bus tickets, conference registrations, parking, etc. must have a proper original receipt.
9. Repayment of Non-reimbursable Expense.
Vendors must, upon demand, immediately repay County for all inappropriately reimbursed expenses whenever an audit or subsequent review of any expense reimbursement documentation finds that such expense was reimbursed contrary to these guidelines and this Policy. Williamson County reserves the right to retain any amounts that are due or that become due to a vendor in order to collect any inappropriately reimbursed expenses that a vendor was paid.
10. Non-Reimbursable Expenses In addition to the non-reimbursable items set forth above in this Policy, the following is a non-exhaustive list of expenses that will not be reimbursed by Williamson County:
10.1 Alcoholic beverages/tobacco products
10.2 Personal phone calls
10.3 Laundry service
10.4 Valet service (excludes hotel valet)
10.5 Movie rentals
10.6 Damage to personal items
10.7 Flowers/plants
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10.8 Greeting cards
10.9 Fines and/or penalties
10.10 Entertainment, personal clothing, personal sundries and services
10.11 Transportation/mileage to places of entertainment or similar personal activities
10.12 Upgrades to airfare, hotel and/or car rental
10.13 Airport parking above the most affordable rate available
10.14 Excessive weight baggage fees or cost associated with more than two airline bags
10.15 Auto repairs
10.16 Babysitter fees, kennel costs, pet or house-sitting fees
10.17 Saunas, massages or exercise facilities
10.18 Credit card delinquency fees or service fees
10.19 Doctor bills, prescription and other medical services
10.20 Hand tools
10.21 Safety Equipment (hard hats, safety vests, etc.)
10.22 Office Supplies
10.23 Lifetime memberships to any association
10.24 Donations to other entities
10.25 Any items that could be construed as campaigning
10.26 Technology Fees
10.27 Sales tax on goods purchased
10.28 Any other expenses which Williamson County deems, in its sole discretion, to be inappropriate or unnecessary expenditures.
| 1. Invoices and Affidavits |
| 2. Travel Reimbursement |
| 3. Meals |
| 4. Lodging |
| 5. Airfare |
| 6. Car Rental |
| 7. Personal Car Usage |
| 8. Other Expenses |
| 9. Repayment of Non-reimbursable Expense. |
| 10. Non-Reimbursable Expenses |
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