Administrative Regulation 7.15-02

The purpose of the County’s travel policy and procedures is to provide guidelines for payment of authorized travel expenses in an efficient, cost-effective manner, and to enable the County travelers to successfully execute their travel requirements at the lowest reasonable costs, resulting in the best value for the County.

This policy applies to employees, non-employees, contractors, and professional consultants who travel on authorized County business. County service agreements and contracts shall be written to comply with these policies when terms include travel provisions for contractors and professional consultants whose travel expenses are paid by the County.

It is the policy of the County to reimburse authorized travel in accordance with Section 112.061, Florida Statutes.

Travelers are expected to be prudent and exercise good judgment when incurring travel costs. 

The following policies are set forth to provide reasonable controls and minimize costs.

Travel for the Visitors and Convention Bureau – see AR 2.09-1

1. Travel on behalf of the County may be approved when the purpose results in a benefit to the County.
2. County employees may be permitted to attend professional meetings and seminars to further their job knowledge, subject to appropriate funds being budgeted.
3. All expenses incurred while on County business shall reflect a reasonable and prudent use of public funds and shall be incurred only when essential to the functions of County business. Travelers must select the method most advantageous to the County, when cost and other factors are considered.
4. Reimbursement will be for actual expenses incurred while on County business, but not to exceed established guidelines.
5. The following incidental expenses of the employee will not be reimbursed by the County: liquor or alcoholic beverages, personal entertainment e.g. video rentals, travel insurance, seating upgrades, snacks, meals or drinks other than what is provided under the per diem, and any other expenses not related to official County business.
6. The most economical means of transportation will be used unless unusual circumstances require other alternatives.
7. County employees should neither enrich themselves nor be required to utilize their own funds while traveling on County business, unless they exceed the established guidelines.
8. An employee attending a routine, in state, budgeted professional conference or seminar shall obtain prior approval of his/her supervisor and Department/Office Director to be eligible for reimbursement of expenses from the County.
9. Budgeted out-of-state, non-budgeted in state or "out of the ordinary travel", non-budgeted out-of-state travel and travel outside the continental limits of the United States shall be approved in advance by the County Administrator.
10. The number of employees traveling shall be the minimum number necessary to accomplish the purpose of the trip.
11. Any meals included in the cost of registration and paid by the County shall not be eligible for separate payment under per diem rates per F.S. 112.061.
12. The County will not pay nor reimburse the travel costs or related expenses of a spouse, family member, or a companion traveling with an employee.
13. Sufficient time for processing of pre-approved travel reimbursement/advance shall be taken into consideration providing at least two weeks prior to departure date and/or in accordance with Finance’s Accounts Payable Schedule.
14. Advance payment will not be paid earlier than 10 business days prior to the first date of travel, unless the traveler can provide justification of circumstances making this a necessity.
15. Any reimbursement owed to the County for overpaid travel expenses is due to the County within 10 business days after the last day of travel or cancellation of travel.
16. Changes to travel dates and locations, must be approved by management and advance travel, submitted to Finance, must be updated before the travel occurs.
17. Do not make hotel reservations via online services such as Expedia, Trivago, etc. as they do not allow for the County’s tax exemption status, nor do they provide refunds due to cancellations or incorrect billings.
18. The traveler is responsible for presenting the County’s tax exemption form and confirming sales tax is not charged on the final invoice.
19. A traveler may not claim per diem or reimbursement for lodging for overnight travel within 50 miles of the traveler’s employment location, unless the circumstances necessitating such overnight travel are fully explained by the traveler and approved by management.
20. Any out of state travel expenses by a County Commissioner must be approved in advance by the Citrus County Board of County Commissioners.
21. Recruitment Travel – County staff will minimize recruitment costs through careful screening and utilization of alternative methods such as in-depth telephone interviews whenever possible. If an in-person interview is required, reimbursement for air travel costs will be at air coach rates and mileage reimbursement will be based on the State rates.

Approval for travel, travel advances and reimbursement shall be made on the appropriate forms pursuant to the procedures established by the County Administrator and the Management and Budget Director. All supporting documentation pertaining to the travel request shall be included with those forms.

Travel Voucher will serve as approval document.

All forms referenced are available on the County’s intranet site.

FOOTNOTES & REFERENCES TO RELATED AR's: Supersedes AR 7.15 dated Apri1 26, 2011; AR 7.06-7 dated May 13, 2008; AR 7.06-6 dated August 22, 2006; AR 7.06-5 dated April 25, 2006; AR 7.06-4 dated August 4, 1998; AR 7.06-3 dated April1, 1997; AR 3.07 Commissioner Travel Policy dated January 8, 2019; AR 7.03 Recruitment Expense dated April 27, 2010.