6-Harris County Travel Policy (1).pdf

HARRIS COUNTY, TEXAS

ACCOUNTING PROCEDURES MANUAL

Procedure:

Page:

Date Authorized:

T.1

08/08/14

T1_TravelPoliciesGuidelinesAndProcedures.docx

TRAVEL POLICIES, GUIDELINES, AND PROCEDURES

REFERENCES

Accounting Procedure I.1, County Vehicles Accounting Procedure I.1-1, Vehicle Allowance Accounting Procedure I.1-2, Mileage Reimbursement Accounting Procedure L.1, Direct Deposit of Payroll and Employee

Reimbursements County Auditor’s Form 1240, County Vehicle Usage Report County Auditor’s Form 1241, Automobile Expense Claim County Auditor’s Form 1262A, Harris County Travel Authorization Form County Auditor’s Form 1263, Travel Expense Claim County Auditor’s Form 1268, Request for Payment County Auditor’s Form 1268E, Affidavit for Missing Parking Receipt Less Than

$6 Harris County Personnel Regulations

BACKGROUND

During fiscal year 1992-1993, Commissioners Court requested that the County Auditor issue a procedure for travel policies and guidelines. The original policies, guidelines, and procedures were approved by Commissioners Court on July 21, 1992.

This procedure incorporates amendments approved by Commissioners Court since its original adoption. It was recommended in May 2006 that the Commissioners Court policy for the control of travel and training expenditures be strengthened. The current approved travel policy is as follows:

Requests for approval of travel and conference expenses must be placed on the Commissioners Court agenda. Each County Department seeking approval for travel and training expenses must complete the appropriate Budget Management Department Services Travel Request Form (one for In Texas travel or one for Out of Texas travel) for a request to be placed on the Commissioners Court agenda. Letters will no longer be used. The Budget Management Department will transmit

Procedure:

Page:

Date Authorized:

T.1 the forms to all County Departments, and each County Department will complete and submit the Travel Request Forms via e-mail to travelagenda@hctx.net for inclusion on the Commissioners Court agenda. Each Travel Request Form should clearly state whether the request meets the Commissioners Court travel policy as outlined below. County Departments should contact the Commissioners Court Coordinator if they have not yet received the Travel Request Forms.

If a single Commissioners Court approval is sought regarding consistent and on-call meetings that are expected during the fiscal year, the department head should provide on the Travel Request Form an estimate of the number of trips, employees, and costs for the year.

Another submission should be placed on the Commissioners Court agenda for the last meeting of the fiscal year showing any adjustments that should be made to the information provided to Commissioners Court in the initial submission.

The Budget Management Department will provide Commissioners

Court with a cost summary of the travel and training requests on each agenda along with an update of cumulative cost estimates for the fiscal year.

The Budget Management Department will review each County

Department’s budget for travel and training expenses and maintain a list of required training standards and funding sources for County Department personnel.

Conferences and training programs that are to be paid with County funds must involve subjects that concern the requesting County Department’s basic missions and assignments and that are necessary to conduct County business. Opportunities should be sought to obtain necessary travel and training at the least possible cost.

Commissioners Court expects that County officials and department heads will limit expenses to meetings that are necessary for County business and that will occur within Texas. They are encouraged to seek programs that would enable training to be accomplished in Houston.

Use of the internet, video and conference calls, publications, and collaboration with other agencies should replace the need for travel to

Procedure:

Page:

Date Authorized:

T.1 the extent possible. The Budget Management Department - Office of Human Resources & Risk Management (HRRM) and the Information Technology Center (ITC) will assist County Departments.

Commissioners Court will approve County-paid travel to conferences outside of Texas on a limited, exception basis only. An agenda item requesting such travel must provide a complete explanation as to why public funds should be authorized. It will be expected that only one person would be designated for the travel. If that is not the case, the Travel Request Form must explain why it is necessary for an additional person to attend the meeting.

Commissioners Court will not approve funds for travel to conferences, meetings, or training sessions that will occur outside of the United States, except in extraordinary circumstances that involve County business.

Expenses for meals are to be charged to a personal credit card or paid in cash and submitted to the County Auditor’s Office (Auditor’s Office) - Accounts Payable Department (Accounts Payable) for reimbursement. Itemized receipts for meals in excess of $10.00 will be required for reimbursement. In addition, charges for meals appearing on a hotel bill should not be included as part of the hotel room charge on the employee’s expense report. The meal charge(s) must be subtracted from the hotel bill and processed as a separate item for reimbursement.

Note: Prior Commissioners Court approval is required for the payment/reimbursement of meals/food.

A vehicle allowance is provided to certain County officials to compensate for the use of their personal vehicle while conducting County business. The allowance amount cannot duplicate any in-kind services such as gasoline, maintenance, repairs, or the routine use of a County vehicle.

Individuals who are receiving a vehicle allowance are eligible to receive mileage reimbursement for using their personal vehicle only for travel

Procedure:

Page:

Date Authorized:

T.1 outside the County limits on trips pre-approved by Commissioners Court.

Individuals who are receiving a vehicle allowance may use a County vehicle for traveling outside the County limits on trips pre-approved by Commissioners Court.

The use of the state contracted travel agent (National Travel Systems, L.P.) should only be used as a last resort option for last minute ticket purchases or other requirements.

Note: Travel Cards are not accepted by National Travel Systems, L.P.

To obtain the state’s rate for airfare when contracts are in effect between the state and the airlines, National Travel Systems, L.P. must be utilized to arrange air travel.

Within five business days after the completion of travel, the County

Auditor’s Form 1263, Travel Expense Claim, is to be completed and forwarded to Accounts Payable.

Note: County Departments should pay attention to the required due dates, especially concerning issuance of the check and Commissioners Court approval. Travel is no longer released early.

A review of this policy and the costs for travel and training by County

Departments will be presented at Mid-Year Review in September.

Any proposed orders for legislative expenses for the next biennium will be included at that time.

Please refer to the current Harris County Personnel Regulations to determine whether travel time may be included in hours actually worked.

Please note that an individual receiving a vehicle allowance may only use a County vehicle on a limited basis and/or under certain conditions without possibly becoming subject to IRS reporting regulations.

Procedure:

Page:

Date Authorized:

T.1

County Travel Cards

In April 2002, Commissioners Court approved a pilot program for the use of County Travel Cards (Travel Card). The pilot program was determined to be successful, and as a result, on January 13, 2004, Commissioners Court approved that this program be expanded for use with all County Departments. This program is enacted in accordance with the Texas Local Government Code Chapter 262.011 § (l) and (o).

Travel Cards must be requested by a County Department Head for his/her Department’s use.

Travel Cards will be issued on a departmental basis only without an individual’s name (i.e., Harris County Purchasing Agent Travel Card).

County Departments will secure Commissioners Court approval for travel in accordance with this procedure.

Travel Cards will be used for approved travel related purchases only, such as airline tickets, rental cars, hotels, and facilities that are coded as parking in the banking system. Travel Cards are blocked for other categories. Meals should not be charged to a hotel room if the hotel room is being paid with a Travel Card.

Note: All Travel Cards that are not subject to the above restrictions must be approved by the Purchasing Agent and Commissioners Court.

Personal items or non-departmental personal charges are not to be placed on the Travel Cards.

When purchasing airline tickets thirty plus days in advance of travel, it will be necessary to submit a County Auditor’s Form 1268, Request for Payment, made payable to Citibank to authorize payment of the monthly statement. This should not be processed by the County Department until the Citibank statement arrives. All receipts and other applicable supporting documentation should be attached to the County Auditor’s Form 1268, Request for Payment, and the Citibank statement.

Procedure:

Page:

Date Authorized:

T.1

Accounts Payable will process each Travel Card expense claim separately from the individual’s reimbursement for items not charged on the Travel Card, as applicable. Travel Card receipts and personal receipts should be submitted separately.

County Department Heads are responsible for the Travel Cards as issued and the reconciling of the travel expenses with the monthly bills.

The Purchasing Agent (Purchasing) reserves the right to cancel the

Travel Card should abuse occur or for failure to adhere to this procedure.

For more information regarding the Travel Cards, see the Purchasing

Manual.

Diner’s Club Corporate Hotel Credit Card Account:

The hotel fees for all County employees must be arranged by National Travel Systems, L.P. if the County’s hotel credit card account (Diner’s Club) is to be charged, and the hotel information should be provided on a County Auditor’s Form 1262A, Harris County Travel Authorization Form, to National Travel Systems, L.P. An itinerary from National Travel Systems, L.P. along with the room confirmation number will be provided to the County employee as confirmation of the room reservation and charge to the Diner’s Club account.

County employees should not reserve hotel rooms and use their personal credit card in order to obtain a confirmation number from the hotel unless they wish to charge the hotel to their own personal credit card and be reimbursed.

Once the arrangements have been made and the hotel room is reserved with the County employee’s personal credit card, National Travel Systems, L.P.

will not be able to contact the hotel and request that the room(s) be charged to the Diner’s Club account. The employee may choose to reserve and charge the hotel room to their personal credit card and request reimbursement utilizing the County Auditor’s travel reimbursement form (County Auditor’s Form 1263, Travel Expense Claim), if they do not want National Travel Systems, L.P. to arrange the hotel reservations. Employees

Procedure:

Page:

Date Authorized:

T.1 arranging and paying their own hotel room reservations should not enter the hotel information on the County Auditor’s Form 1262A, Harris County Travel Authorization Form, submitted to National Travel Systems, L.P.

The travel policies, procedures, and guidelines set forth below are applicable to County officials and employees, Flood Control officials and employees, and the Toll Road Authority officials and employees.

DEFINITIONS

County Department - Any Harris County department, Harris County agency, and/or constitutional office that operates within the Harris County governmental body.

POLICIES AND GUIDELINES

1. Prior approval from Commissioners Court or appropriate authority must be obtained before:

Attending any conference, institute, or other County related business meeting. If the travel request includes more than one day before or after the conference, institute, or other County related business meeting, then information justifying the additional days should be included in the training/travel request and be approved by Commissioners Court.

The Auditor’s Office will approve travel account charges from

National Travel Systems, L.P.

The Auditor’s Office will pay in advance seminar and/or registration fees.

Traveling, on County business, outside of the Harris County limits in either a County vehicle or in a personal vehicle.

The payment/reimbursement of meals/food.

2. Sufficient funds must be available in the adopted budget before an expenditure is made.

Procedure:

Page:

Date Authorized:

T.1

3. If a payment in advance is required by an institute, conference, seminar, hotel, etc., a check may be issued for that amount by the Auditor’s Office.

4. The purpose of the trip must be for the County’s benefit and/or be related to the County Department’s primary business activities.

5. Attendance at local conferences is encouraged and, when possible, out of state travel shall be kept to a minimum.

6. Travel expenses shall be allowed only for elected and appointed

County officials and their employees while on official business. If a spouse and/or dependent(s) accompany the County official or employee, the difference in hotel room rates above the single rate must be deducted. Meals and all other expenses for the spouse and/or dependent(s) will not be paid with County funds.

7. The County official or employee should obtain the most economical airfare available. If travel in a class more expensive than coach is requested, then the difference must be paid by the County official or employee. For airline travel, the purchase of airline tickets encompassing a period more than one day before or after the event (e.g., conference) approved by Commissioners Court, the expenditure will be approved to the extent it does not exceed cost excluding the extra days. Also, information justifying the additional day(s) should be included in the training/travel request and be approved by Commissioners Court.

8. If the County official or employee elects to travel by personal car, the

County will reimburse the lesser of the current Commissioners Court approved mileage rate per mile or the coach air fare plus ground transportation to/from the same destination. Actual mileage is calculated in accordance with Accounting Procedure I.1-2, Mileage Reimbursement. Actual mileage should be reasonably comparable to official mileage charts, or if unavailable, regular road maps.

Note: Historically, Commissioners Court has adopted a mileage reimbursement rate in accordance with the IRS standard mileage rate.

However, Commissioners Court may change this rate at its discretion, Procedure:

Page:

Date Authorized:

T.1 so if you are uncertain of the current rate, contact the Accounts Payable Travel Desk (Travel Desk).

This procedure does not apply to the reimbursement of only mileage

(including parking and tolls, if any) to in-County destinations. For reimbursement of only mileage (including parking and tolls, if any) to in-County destinations, a County Auditor’s Form 1241, Automobile Expense Claim, is to be used in accordance with Accounting Procedure I.1-2, Mileage Reimbursement.

9. Taxi fares are allowed when necessary. Limousine service (other than for group transportation to and from the airport which would be the same or less than taxi fare) is not allowed.

10. Rental cars are to be restricted to compact or mid-sized sedans unless several individuals will occupy the car or other unusual circumstances exist. A car rental company’s “Damage Waiver” is not reimbursed by the County.

11. For in-County/local mileage reimbursement, the daily travel log must show destination points and at the discretion of each County Department, any other information the County Department head deems necessary to approve the claim such as street addresses, major intersections, etc. The most direct distance to the destination will be allowed. Any out-of-way travel distance will be at the expense of the County official or employee. See Accounting Procedure I.1-2, Mileage Reimbursement, for additional information.

Note: This procedure does not apply to the reimbursement of only mileage (including parking and tolls, if any) to in-County destinations.

For reimbursement of only mileage (including parking and tolls, if any) to in-County destinations, a County Auditor’s Form 1241, Automobile Expense Claim, is to be used in accordance with Accounting Procedure I.1-2, Mileage Reimbursement.

12. Unless provided by a conference organizer, hotel reservations should be booked at rates reasonable for the city in which the hotel is located.

Meals must be deducted from the bill.

Procedure:

Page:

Date Authorized:

T.1

13. Parking expenses are reimbursable if incurred in conjunction with County business. For each parking expense, the employee must obtain and attach the associated parking receipt to a completed County Auditor’s Form 1263, Travel Expense Claim, when submitting expenses to Accounts Payable for reimbursement in accordance with this

For each parking expense less than $6.00, without the supporting receipt, the employee must complete and attach a County Auditor’s Form 1268E, Affidavit for Missing Parking Receipt Less Than $6, to the completed County Auditor’s Form 1263, Travel Expense Claim, when submitting expenses to Accounts Payable for reimbursement in accordance with this procedure.

14. Meals will be reimbursed based upon actual charges for out of County travel. However, the cost should be reasonable for the city.

Note: Prior Commissioners Court approval is required for the payment/reimbursement of meals/food.

A detailed itemized bill must be obtained and submitted for reimbursements in excess of $10.00.

15. Personal items, such as prescriptions, cosmetics, movies, golf, health club, etc., will not be paid.

16. Reasonable laundry/cleaning charges are acceptable.

17. Alcoholic beverages will not be paid.

18. If a County official or employee spends an extra day or days on the trip for personal reasons, it will be at his/her expense.

Note: A request for payment payable to the appropriate entity (i.e., Citibank, Diner’s Club, etc.) must be submitted to Accounts Payable one week before the due date on the monthly statement. If not, there will be a late-fee charge(s), and the County Department that is late submitting the request for payment will be responsible for paying late-fee charges.

Procedure:

Page:

Date Authorized:

T.1

19. If a traveler does not have a required receipt, he/she must obtain a duplicate original receipt from the merchant/vendor. If the employee is unable to obtain an original receipt, contact Accounts Payable.

20. If an individual receiving a vehicle allowance uses a County vehicle while traveling inside the County limits, a County Auditor’s Form 1240, County Vehicle Usage Report, must be completed for each use. The completed form is remitted to the County Department’s designated employee when the keys are returned. Subsequently, on a monthly basis, the designated employee will submit the County Auditor’s Form 1240, County Vehicle Usage Report(s), to the Auditor’s Office - Compliance Audit Department. See Accounting Procedure I.1, County Vehicles, and Accounting Procedure I.1-1, Vehicle Allowance, for additional information.

PROCEDURE

A. COUNTY DEPARTMENT

County Department Head

1. Determines the County Department’s need for a Travel Card.

2. Requests a Travel Card from Purchasing via e-mail, if applicable.

3. Receives the Travel Card from Purchasing, if applicable.

Appropriate County Department Employee

1. Prepares and submits a Travel Request Form via e-mail to travelagenda@hctx.net for inclusion on the Commissioners Court agenda to request authorization to travel, and obtains Commissioners Court approval for the travel.

Note: Each County Department seeking approval for travel and training expenses must complete the appropriate Travel Request Form (one for In Texas travel or one for Out of Texas travel) for a request to be placed on the Commissioners Court agenda.

Letters will no longer be used.

Procedure:

Page:

Date Authorized:

T.1

2. Arranges travel through an airline or a source(s) other than National Travel Systems, L.P., receiving a receipt, ticket, or other confirmation of travel, if applicable, or through National Travel Systems, L.P.

Note: National Travel Systems, L.P. does not accept the Travel Card.

3. Prepares and sends a County Auditor’s Form 1268, Request for

Payment, to Accounts Payable for advance seminar payment fees, if applicable.

4. Prepares and sends County Auditor’s Form 1268, Request for

Payment, requesting payment be made to Citibank if travel charges occurred in the current billing cycle, including charges for airline tickets purchased thirty days or more in advance (pre-paid), to Accounts Payable one week before the due date on the monthly statement.

Note: If the County Auditor’s Form 1268, Request for Payment, is submitted after the due date, there will be a late fee charge(s), and the County Department will be responsible for paying the late fee charge(s).

Some travel charges for the same travel dates may appear on a current or a subsequent credit card billing statement; therefore, a request for payment for travel charges to Citibank must be completed and forwarded to Accounts Payable for each billing statement in which the travel charges appear.

5. Completes a County Auditor’s Form 1263, Travel Expense Claim, for all travel related expenses, including pre-paid expenses and expenses not covered by the Travel Card.

Note: If using a Travel Card, supporting documentation for the travel expense claim should match the Citibank statement. Any discrepancies must be clearly noted and cleared by the County Department by contacting the Purchasing Representative and/or the Citibank representative, as applicable.

Procedure:

Page:

Date Authorized:

T.1

6. Attaches the original receipts for out of pocket travel expenditures and billed Travel Card charges and copies of travel receipts for unbilled Travel Card charges to the County Auditor’s Form 1263, Travel Expense Claim, retaining the original receipts for unbilled credit card charges until they appear in the subsequent Travel Card statement.

Note: No payment will be made without the original detailed itemized supporting documents, which must be included for each expenditure such as those listed below. If an employee is unable to obtain an original receipt, contact Accounts Payable.

Itemized hotel bill Airline ticket Rental car Taxis Parking Meals (in excess of $10.00) Toll road tolls Seminars, conferences, etc.

Copy of the official training brochure, registration form, or other documentation from the seminar, conference, etc.

For each parking expense less than $6.00, without the supporting receipt, the employee must complete and attach County Auditor’s Form 1268E, Affidavit for Missing Parking Receipt Less Than $6, to the completed County Auditor’s Form 1263, Travel Expense Claim, when submitting expenses to Accounts Payable for reimbursement in accordance with this

7. Submits County Auditor’s Form 1263, Travel Expense Claim, and the supporting documentation within five business days after the completion of travel to Accounts Payable for payment.

B. PURCHASING

1. Receives a request via e-mail from the County Department Head for a Travel Card if the Department Head determines the need.

Procedure:

Page:

Date Authorized:

T.1

2. Completes Citibank’s Procurement Card Account Application for the Travel Card and obtains the required approvals in accordance with internal procedures.

3. Submits the completed Citibank Procurement Card Account

Application to Citibank for processing.

4. Receives the Travel Card through the United States Postal Service (USPS) after Citibank processes the Citibank Procurement Card Account Application.

5. Processes the Travel Card in accordance with internal procedures, and forwards the Travel Card to the requesting County Department Head.

C. AUDITOR’S OFFICE

Accounts Payable

1. Receives a completed County Auditor’s Form 1268, Request for Payment, from the County Department for advance seminar payments, if applicable, and processes in accordance with internal procedures.

2. Mails Commissioners Court approved advance payments directly to the receiving party unless requested to be picked up by the County Department.

3. Receives a completed County Auditor’s Form 1268, Request for

Payment, made payable to Citibank for travel charges occurring in the current billing cycle, including charges for airline tickets purchased thirty days or more in advance (pre-paid), from the County Department one week before the due date on the monthly statement, and processes in accordance with internal procedures.

is submitted after the due date, there will be a late fee

Procedure:

Page:

Date Authorized:

T.1 paying the late fee charge(s).

4. Receives a County Auditor’s Form 1263, Travel Expense Claim, with all applicable attachments from the County official or employee within five business days after the completion of travel.

5. Processes the County Auditor’s Form 1263, Travel Expense

Claim, in accordance with internal procedures.

6. a) Generates a check payable to Citibank for the Travel Card charges, and forwards the check and associated check register to the County Treasurer’s Office (Treasurer’s Office), and/or

b) Processes County official or employee travel expense reimbursements in accordance with Accounting Procedure L.1, Direct Deposit of Payroll and Employee Reimbursements.

7. Processes the travel expense reimbursements for new employees that have not been updated in the payroll system, as follows:

a) Generates a travel expense reimbursement check payable to the employee.

b) Forwards the check and associated check register to the Treasurer’s Office for distribution.

D. TREASURER’S OFFICE

1. Receives checks and the associated check register from Accounts Payable, and processes and disburses each check in accordance with internal procedures.

2. Processes Travel Card payments and County official and employee travel expense reimbursements in accordance with

Procedure:

Page:

Date Authorized:

T.1

Accounting Procedure L.1, Direct Deposit of Payroll and Employee Reimbursements.

3. For new employees that have not been updated in the payroll system, processes the travel expense reimbursements in accordance with the following:

a) Receives the travel expense reimbursement check and associated check register from Accounts Payable.

b) Processes the check in accordance with internal

c) Mails the check to the employee’s home address unless the employee had previously requested that the check be held for pickup.

d) If a request was made to hold the check for pickup:

1) Notifies the County official or employee that the check has been processed and is ready.

2) Verifies identification and obtains the signature of the individual picking up the check before releasing the check.

National Travel Systems, L.P.

The use of National Travel Systems, L.P. should only be used as a last resort option for last minute ticket purchases or other requirements. Travel Cards are not accepted by National Travel Systems, L.P. To obtain the state’s rate for airfare when contracts are in effect between the state and the airlines, National Travel Systems, L.P. must be utilized to arrange air travel.

A. COUNTY DEPARTMENT

1. Prepares and submits a Travel Request Form via e-mail to travelagenda@hctx.net for inclusion on the Commissioners

Procedure:

Page:

Date Authorized:

T.1

Court agenda to request authorization to travel, and obtains Commissioners Court approval for the travel.

Note: Each County Department seeking approval for travel and training expenses must complete the appropriate Travel Request Form (one for In Texas travel or one for Out of Texas travel) for a request to be placed on the Commissioners Court agenda.

Letters will no longer be used.

2. Books airline and hotel reservations through National Travel

Systems, L.P. using County Auditor’s Form 1262A, Harris County Travel Authorization Form, ensuring to include the Commissioners Court approval date in the appropriate field.

Note: National Travel Systems, L.P. will obtain approval from the County Auditor prior to issuing tickets and providing hotel confirmation numbers. Questions concerning National Travel Systems, L.P. should be addressed to the Travel Desk at 713- 755-7112.

3. Receives confirmation numbers and any other applicable information from National Travel Systems, L.P.

4. Prepares and sends a County Auditor’s Form 1268, Request for Payment, to Accounts Payable for advance seminar payment fees, if applicable.

5. Prepares and sends a County Auditor’s Form 1268, Request for

Payment, made payable to Citibank for airlines and/or to Diner’s Club for hotels, if applicable, to Accounts Payable one week before the due date on the monthly statement.

is submitted after the due date, there will be a late-fee paying the late-fee charges.

6. Completes and submits a County Auditor’s Form 1263, Travel

Expense Claim, to Accounts Payable for payment, upon

Procedure:

Page:

Date Authorized:

T.1 completion of the travel, if not paid with the County’s Diner’s Club or Citibank credit card account, where applicable.

Note: No payment will be made without the original detailed itemized supporting documents, which must be included for each expenditure such as those listed below. If an employee is unable to obtain an original receipt, contact Accounts Payable.

Itemized hotel bill Airline ticket Rental car Taxis Parking Meals (in excess of $10.00) Toll road tolls Seminars, conferences, etc.

Copy of the official training brochure, registration form, or other documentation from the seminar, conference, etc.

For each parking expense less than $6.00, without the supporting receipt, the employee must complete and attach a County Auditor’s Form 1268E, Affidavit for Missing Parking Receipt Less Than $6, to the completed County Auditor’s Form 1263, Travel Expense Claim, when submitting expenses to Accounts Payable for reimbursement in accordance with this

B. AUDITOR’S OFFICE

Accounts Payable - Travel Desk

1. Receives a County Auditor’s Form 1262A, Harris County Travel Authorization Form, from National Travel Systems, L.P.

2. Verifies Commissioners Court approval for the associated travel.

Note: The Commissioners Court approval date should be included in the designated field of the County Auditor’s Form

Procedure:

Page:

Date Authorized:

T.1

1262A, Harris County Travel Authorization Form, by the County Department.

3. Completes and authorizes the County Auditor’s Form 1262A, Harris County Travel Authorization Form, in the designated fields, and returns to National Travel Systems, L.P.

4. For hotel reservations made with the County’s Diner’s Club credit card account:

a) Receives a Hotel Credit Card Authorization Form via fax from National Travel Systems, L.P.

b) Completes the Hotel Credit Card Authorization Form and a

Diner’s Club Account Authorization Form and faxes both to the appropriate hotel.

Note: A physical credit card does not exist for the Diner’s Club accounts that the County uses for hotel reservations;

therefore, the Diner's Club Account Authorization Form for the corresponding Org Key must accompany the Hotel Credit Card Authorization Form to verify the authenticity of the Diner's Club account.

Accounts Payable - Claims Processor

1. Receives a completed County Auditor’s Form 1268, Request for

Payment, from the County Department for advance seminar payments, if applicable, and processes in accordance with internal procedures.

2. Mails Commissioners Court approved advance payments directly to the receiving party unless requested to be picked up by the County Department.

3. Receives a completed County Auditor’s Form 1268, Request for

Payment, made payable to Citibank for airlines and/or to Diner’s Club for hotels, if applicable, from the County Department one

Procedure:

Page:

Date Authorized:

T.1 week before the due date on the monthly statement, and processes in accordance with internal procedures.

is submitted after the due date, there will be a late-fee charge(s), and the County Department that is late submitting the form will be responsible for paying the late-fee charges.

4. Receives a County Auditor’s Form 1263, Travel Expense Claim, County Auditor’s Form 1268E, Affidavit for Missing Parking Receipt Less Than $6, if applicable, and other applicable supporting documentation from the County official or employee upon return from his/her travel, and processes the travel expense reimbursement in accordance with internal procedures and Accounting Procedure L.1, Direct Deposit of Payroll and Employee Reimbursements.

5. For new employees that have not been updated in the payroll

a) Generates a travel expense reimbursement check payable to the employee.

b) Forwards the check and associated check register to the Treasurer’s Office for distribution.

C. TREASURER’S OFFICE

1. Processes County official and employee travel expense reimbursements in accordance with Accounting Procedure L.1, Direct Deposit of Payroll and Employee Reimbursements.

2. For new employees that have not been updated in the payroll

a) Receives the travel expense reimbursement check and associated check register from Accounts Payable.

Procedure:

Page:

Date Authorized:

T.1

b) Processes the check in accordance with internal

c) Mails the check to the employee’s home address unless the employee had previously requested that the check be held for pickup.

d) If a request was made to hold the check for pickup:

1) Notifies the County official or employee that the check has been processed and is ready.

2) Verifies identification and obtains the signature of the individual picking up the check before releasing the check.