Vendor_Travel_Policy.pdf
PDF 116 KB Posted
- Solicitation number
- RFSQ-2024-104
- Issued by
- Alachua County, Graceville City, Florida
About this file
The document is a Vendor Travel Procedures policy for Gainesville Regional Utilities (GRU), detailing comprehensive guidelines for employee and vendor travel expense reimbursement. The policy establishes standard procedures for per diem rates, meal allowances, and travel-related expense documentation, specifically applying to vendors and employees traveling on GRU business.
The policy outlines specific reimbursable and non-reimbursable expenses, with detailed requirements for documentation and cost verification. Reimbursable expenses include lodging at single occupancy rates, personal vehicle mileage at the current IRS rate, and reasonable tips for baggage handling. Non-reimbursable expenses encompass personal travel insurance, entertainment activities, alcoholic beverages, personal telephone calls, and various other personal expenses. The document mandates that airfare and lodging rates must be documented with at least three quotes, and travelers must provide original documentation such as hotel bills, parking receipts, and transportation receipts to support their expense claims.
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Text version
GAINESVILLE REGIONAL UTILITIES
VENDOR TRAVEL PROCEDURES
1. General Information:
a. Standard per diem rates for the City of Gainesville, Florida current year as set by the
General Services Administration (GSA). https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2024&state=FL&city=Gainesville&zip=
b. Time Standard to use in estimating meal allowance for requesting advances and for receiving reimbursements.
Departure Time Return Time Breakfast Before 6:00 A.M. After 8:00 A.M.
Lunch Before 12:00 P.M. After 2:00 P.M.
Dinner Before 6:00 P.M. After 8:00 P.M.
c. Reasonable reimbursements for tips for baggage handling and other tips.
d. Airfare rates must be documented by three(3) quotes (printed or electronic) for
Jacksonville, Orlando, and Gainesville airports at least 7 days in advance of travel date, unless bona fide emergency for travel requiring less than 7 days’ notice is documented.
Airfare. Comparison Worksheet must be completed.
e. If traveling by air, GRU will reimburse for rental vehicles according to the State of Florida Rental Vehicles Contract number: 78111808-20-1.
2. Reimbursable Expenses:
a. Lodging at a single occupancy rate, either using the conference rate or the lowest available rate based on location or circumstances and must be documented by 3 quotes (printed or electronic).
b. Personal vehicle mileage is reimbursable at the current IRS rate. https://www.irs.gov/tax-professionals/standard-mileage-rates
3. Non-Reimbursable Expenses:
a. Personal travel insurance
b. Personal expenses (dry cleaning/laundry) unless travel exceeds one week. If reimbursement is claimed, expenses must be detailed, reasonable, and supported by original receipts.
c. Self-entertainment activities such as pay TV, movies, nightclubs, health clubs, theaters, sporting events or entertainment activity transportation expenses.
d. Loss of funds or personal belongings while traveling.
e. Alcoholic beverages
f. Snacks and refreshments
g. Personal telephone calls
h. Additional conference fees for entertainment or supplemental activities that are not business related.
4. Required Original Documentation
a. Final hotel or other lodging bill
b. Parking receipts
c. Taxi or shuttle receipts
d. Road or bridge toll receipts
e. Written explanation/justification for any receipts not provided, signed or emailed by traveler.
https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2024&state=FL&city=Gainesville&zip https://www.irs.gov/tax-professionals/standard-mileage-rates https://www.irs.gov/tax-professionals/standard-mileage-rates
File details come from the government source that posted it. Updated .