5-Appendix 4 TOHO Travel and Subsistence Policy.pdf
PDF 121 KB Posted
- Solicitation number
- RFQu-26-002
- Issued by
- Osceola County, Florida
About this file
This is a Travel and Subsistence Policy document issued by TOHO (Toho Water Authority) that establishes reimbursement guidelines for consultants, contractors, and sub-contractors traveling on official TOHO business in Florida. The policy applies to non-local travel outside Osceola, Polk, Orange, Lake, Seminole, and Brevard Counties, covering expenses related to conferences, conventions, seminars, training, site visits, and other TOHO-related activities. Prior to travel, authorized personnel must complete a travel request and reimbursement form, with cost estimates subject to TOHO CEO or designee approval if actual expenses exceed estimates by more than 15 percent. Travel must follow standard routes using the most economical and efficient mode of transportation, considering both costs and travel time.
The policy establishes specific reimbursement parameters: commercial airline travel is permitted when advantageous to TOHO and reimbursed at coach rates with one checked bag; mileage allowance follows current IRS rates; car rentals are limited to compact cars for up to two occupants and intermediate cars for larger groups; lodging reimbursement covers actual single-room rates at non-resort hotels near TOHO's administrative offices; and meals and incidentals are reimbursed using U.S. General Services Administration per diem rates with first and last day travel calculated at 75 percent of daily rates. Non-reimbursable expenses explicitly exclude entertainment, alcoholic beverages, non-taxi gratuities, laundry and dry-cleaning, meal allowances for travel without overnight lodging, personal phone calls, room service, and non-TOHO business-related expenses. All expenses must be supported by source documents identifying the consultant/contractor/sub-contractor name, project name, and brief explanation, with reconciliation to monthly invoices required.
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Other files
| File | Type | Posted |
|---|---|---|
| 4-Appendix 3 PreCon Amendment.pdf | ||
| 1-RFQu-26-002 SW WTP Improvement.pdf | ||
| 3-Appendix 2 (Contract).pdf | ||
| 6-Appendix 5 Draft GMP Amendment.pdf | ||
| 2-Appendix 1 Response Forms.pdf |
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Text version
V.20250215.01
TOHO’S CONSULTANT /CONTRACTOR TRAVEL AND SUBSISTANCE POLICY
All persons, including consultants, contractors, and sub-contractors of every tier, traveling on official TOHO business are expected to follow procedure and exercise good judgement in incurring expenses. Non-Local Travel means all TOHO approved travel outside the boundaries of Osceola, Polk, Orange, Lake, Seminole and Brevard Counties (“the Local Travel Area”). This includes travel related to conferences, conventions, seminars, training sessions, meetings, site visits, and other TOHO related business activities. Lodging and meals shall be reimbursed by the actual cost method or the per diem method but not both.
Prior to travel, the traveler must complete a travel request and reimbursement form for any authorized travel where costs to TOHO are anticipated. Costs should be estimated carefully because if the actual costs exceed the estimated costs by more than 15%, approval for reimbursement will be required from the TOHO CEO or designee.
All travel must be by a standard travel route. If a person travels by an indirect route or extends the stay for the person’s convenience, any extra cost will be the expense of the traveler. The most economical and efficient mode of transportation must be used.
Both travel costs and travel time will be considerations.
1. Commercial airline travel is permitted when it is advantageous to TOHO as determined by TOHO’s CEO or designee Reimbursement for airfare shall be based on coach rates and one checked bag. Business Class rates will only be approved if TOHO required and coach rates were unavailable. Reimbursement exclusions include, but are not limited to, additional fees for seating upgrades, early boarding, in-flight entertainment, and any itemized airline perks that increase the airfare rate.
2. Maximum mileage allowance will be the current IRS mileage rate.
3. Car rental reimbursement shall be for compact cars, up to two occupants, and intermediate cars for over two occupants. CONSULTANT shall make reasonable efforts to obtain the lowest rates available.
4. Reimbursement for lodging shall be for the actual expenses for lodging at a single-room rate at a "non-resort" type of hotel located in the vicinity of TOHO’s administrative offices.
5. Meals and Incidentals (M&IE) will be reimbursed based on the U.S. General
Services Administration (GSA) per diem rates for the travel location.
Reimbursement for the first and last day of travel will be calculated at 75% of the daily per diem rate. Any prearranged meals provided by TOHO or a sponsoring vendor in connection with the travel will reduce the M&IE reimbursement amount payable by TOHO.
6. Other necessary identifiable travel expenses, such as tolls, parking, taxis, ride-share, etc., shall also be reimbursed. Reasonable gratuities for taxis and ride-share up to 15% of the total will be paid if stated on the receipt or supported by original receipts.
7. Non-reimbursable expenses include:
1. Entertainment and alcoholic beverages.
2. Non-taxis and ride-share gratuities
3. Laundry & Dry-cleaning services
4. Meal allowance when travel does not include overnight lodging.
5. Personal Phone Calls
6. Room Service
7. Non-TOHO business related expenses
All the above expenses shall be supported by a source document with the CONSULTANT/CONTRACTOR/SUB-CONTRACTOR name, the project name, and a brief explanation. All expenses shall be reconciled to the monthly invoice.
8. This policy is not intended as a supplement or substitute for any contract including, by way of example and not limitation, Lump Sum contract.
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