Policies governing travel related expenditures for Gloucester County, Virginia's local government and school system employees

1. Gloucester County
Administrative Policy
Gloucester, Virginia
Section: 115 Page: 1 of 3
Supersedes: Admin. Policy #115 dated 9/15/15 Effective Date: October 1, 2017
Title: Travel Policy Authorized By: County Administrator
Travel Policy
115.1 Introduction
Gloucester County will reimburse individuals traveling on official County business for
reasonable and necessary expenses incurred. Travel expense accounts are open to the
public and must be able to sustain the test of public review. When planning and paying
for travel, economy, prudence and necessity are of primary concern. The use of County
funds to accommodate personal comfort, convenience, and taste is not permitted.
It is the policy of Gloucester County to limit travel costs to only those expenses that are
necessary for providing essential services to the County’s citizens. All modes of
transportation will be evaluated to determine the most economically advantageous mode
prior to making final arrangements. The Travel Policy provides for the proper accounting
and control of travel funds.
115.2 Policy
1. Travel Expenses: Travel expenses should be kept to a minimum and are only for
approved public purposes. County vehicles must be used for travel whenever
possible. When a County vehicle is not available, or use of a County vehicle is not
practical or cost effective, employees will be reimbursed at the established per mile
rate for the use of their personal vehicle with County Administrator approval.
2. Overnight Trips: Overnight trips should be kept to a minimum. In general, expenses
for overnight accommodations within the Hampton Roads and Richmond areas will
not be allowed. It is understood that there are times when scheduled meetings last
late or begin early for multiple days. Department/agency heads can approve these
situations in advance, but this must be treated as an exception to the policy and the
reason for it noted with the accounting for the trip. Rooms should be booked in
economical hotels at a minimum cost, whenever possible.
3. Travel Related Meal Expenses: Employees are expected to be fair, honest, and
reasonable with these expenses. When on County related business and away from
home, employees are limited to the following amounts for meals (includes taxes and
gratuity):
Breakfast - $12
Lunch - $18
Dinner - $32
An original itemized receipt showing individual items is required for all meal
reimbursements or the request for reimbursement will be rejected. No
reimbursement will be allowed for alcoholic beverages.

2. Gloucester County
Administrative Policy
Gloucester, Virginia
Section: 115 Page: 2 of 3
Supersedes: Admin. Policy #115 dated 9/15/15 Effective Date: October 1, 2017
Title: Travel Policy Authorized By: County Administrator
4. Non-Travel Related Meal Expenses: Generally, meal expenses must involve an
overnight stay to qualify for reimbursement. However, employees are eligible for meal
reimbursement if they participate in a business meal. Such meals occur while the
employee is on official business and must include department/agency head, County
Administrator, or Chairman of the Board of Supervisors approval, involve substantive
and bona fide business discussions and include the original itemized receipt. A list of
all persons involved in the meal and the reason for the meal must be included on the
reimbursement request. Reimbursement is limited to the per person amounts noted
in 115.2, item 3 above.
115.3 Procedure
The County provides a reimbursement for authorized expenses. A complete record of
expenses is required, including original itemized receipts for all authorized expenditures.
The procedure is as follows:
1. Travel Advances: There will be no travel advances unless the County Administrator
approves them in advance. This will be done only under extreme circumstances.
Employees should plan their travel in advance so that funds can be paid directly from
the County to the organization providing the service. All other expenses will be
reimbursed to employees based on this directive.
2. Travel Payments using P-Card: Travel expenses covered through the use of the
County’s Purchasing Card will be processed as required by the County’s Small
Purchase Charge Cards Policy and Procedures. Incomplete documentation (such as
lack of an itemized receipt showing individual meal items) will result in the employee
reimbursing the County for the cost of the meal.
3. Travel Reimbursement to Employee: The reimbursement system functions as follows:
The employee completes the travel as authorized by the County Administrator,
Assistant County Administrator, Constitutional Officer, or Department Head. The
employee submits a payment voucher itemizing all expenses and attaches the
appropriate receipts. The voucher is submitted as soon as practical, but no later than
10 days after completion of major travel. If desired, minor travel expenses, such as
for lunches and parking at “day” conferences, may be held and submitted together
when the total reaches the $50 - $75 range. The Director of Financial Services causes
a check to be issued to the employee in the amount of the validated expenses. The
check is issued to the employee within two weeks of submission of the voucher.

3. Gloucester County
Administrative Policy
Gloucester, Virginia
Section: 115 Page: 3 of 3
Supersedes: Admin. Policy #115 dated 9/15/15 Effective Date: October 1, 2017
Title: Travel Policy Authorized By: County Administrator
115.4 Responsibilities
1. The County Administrator authorizes travel for Department/Agency Heads and key
management personnel. Authority is delegated to department heads and
constitutional officers to approve travel for members of their respective departments.
2. The Director of Financial Services validates all travel vouchers to include appropriate
receipts and causes funds to be issued as a reimbursement. The Director establishes
internal procedures to assure proper accounting and control of travel advances and
reimbursement payments.
3. The employee performing the authorized travel is responsible for the proper
expenditure of funds, for obtaining appropriate receipts, for recording and reporting of
expenses associated with the travel, and for following the procedures contained in this
directive.
4. Failure to adhere to this policy may result in disciplinary action.
5. Any exception to this policy requires the County Administrator’s approval PRIOR to
any related travel expenditure obligation.
115.5 Availability and Distribution of Travel Policy
A copy of the Travel Policy shall be available for review in the County Administration
Department and the Finance Department during normal business hours. A copy shall also
be posted on the County’s intranet website. Department/Agency Heads are responsible
for distributing this policy to their employees. Distribution may be in either paper or
electronic form.