Sheet 1: Guidance

	
	
	

		
Fluvanna County Travel & Business Expense Guidance

Applicable for travel and expenses on or after October 1, 2018 
		
		
	

		
To understand the important travel rules and requirements
		
Key Tips for Travel and Business Expenses
	
	

		


		


	
	

		
This file has three primary Travel and Expense form tabs:
		
Form 2.19A - Travel and Business Expense Pre-Authorization Request
	
	

		
Form 2.19B - Travel and Business Expense Reimbursement Claim
	
	

		
Form 2.19C - Travel and Business Expense Statement in Lieu of Receipts
	
	

		


		


	
	

		
And three sample completed claim tabs:
		
Sample Travel Claim #1  (Overnight Travel)
	
	

		
Sample Travel Claim #2  (Overnight Travel)
	
	

		
Sample Travel Claim #3  (Local Travel)
	
	

		


		


	
	

		
For additional information about travel, business expenses, and reimbursement claim policies and procedures, refer to:
		
-- Personnel Policies, Section 2.19 – Travel and Business Expenses
	
	

		
https://www.fluvannacounty.org/policyprocedure/page/02-personnel-policies-and-forms
	
	

		
-- Contact the Finance Department at (434) 591-1910 for assistance.
	
	

		


		


	
	

		
The Federal GSA Per Diem Rates are available online for determining per diem costs for travel, travel day adjustments, and correct rates for the time of year.
		
https://www.gsa.gov/travel/plan-book/per-diem-rates
	



Sheet 2: Key Tips

	
	
	

		
KEY TIPS FOR TRAVEL AND BUSINESS EXPENSES              County of Fluvanna, Virginia
		
	

		
ITEM
		
DISCUSSION
	
	

		
Pre-Authorization
		
Authorization required for local or overnight travel, training, or other business expenses obtained prior to commencing the activity.
	
	

		
Care in Incurring Expenses
		
Authorized travelers are expected to exercise the same care in incurring expenses that he or she would exercise if traveling on personal business and using personal funds.
	
	

		
Local Travel
		
Travel outside the county that does not include an overnight stay.
	
	

		
Overnight Travel
		
Travel outside of the county that exceeds twelve hours and includes an overnight stay.
	
	

		
Full Day
		
Travel departure before 7:00 a.m. and travel return after 6:00 p.m.
	
	

		
Meals and Incidental Expenses (M&IE) Per Diem
		
Per day amount a traveler may be reimbursed for such expenses in a host city.
	
	

		


		
­        Includes all meal costs with taxes and tips, and incidental expenses such as laundry and fees and tips to baggage carriers, concierges, hotel staff, etc.
	
	

		
­        Per diem rates are daily rates – there is no roll-over of per diem from day to day.
	
	

		
­        M&IE per diem is payable without itemized meal or incidental expense receipts.
	
	

		
­        M&IE rates are determined based on the location of lodging as follows:
	
	

		
­        Departure day:         Where you spend the night.
	
	

		
­        Return day:                Where you spent the night before returning home.
	
	

		
­        M&IE per diem is reimbursed at 75% for departure and return days.
	
	

		
­        For travel less than a full day, the traveler may receive partial M&IE per diem if travelling or away from their work station at the following times: 7:00 am (breakfast), 12 noon (lunch), and/or 6:00 pm (dinner).
	
	

		
Pre-Paid Expenses
		
Any expense paid by the County before or during the completion of training/travel (e.g., registration fees paid on a County credit card, lodging charged on a county card, etc.).  Such expenses must be identified on the travel claim.
	
	

		
Itemized Receipts
		
Are required for reimbursable expenses (except meals and incidental expenses covered by a daily per diem rate or mileage for authorized use of a privately owned vehicle for official travel).
	
	

		
Per Diem and Other Expenses
		
Must appear on the travel claim each day and not summarized by trip, week, or other increment.
	
	

		
Non-Reimbursable Expenses
		
Laundry; personal telephone calls; entertainment, clothing, personal sundries and services, transportation to places of entertainment, and similar personal items; room service costs that exceed the fixed rate established for the meal incurred, except when necessitated by physical limitations; valet services, except when necessitated by physical limitations; personal "trip insurance" and medical or hospital services; alcoholic beverages; tobacco products; tips and gratuities; fines and penalties; dependent care.
	
	

		
Travel Advances
		
Cash advances may be authorized by the County Administrator when deemed to cover authorized expenses necessary and appropriate for the traveler’s circumstances.  
	
	

		
Travel and Other Expense Reimbursement Claims
		
Traveler shall submit a fully itemized travel expense claim with required receipts within 10 days of the travel return date.
	
	

		


		


	
	

		
The Federal GSA Per Diem Rates are available online for determining per diem costs for travel, travel day
		
	

		
adjustments,  and correct rates for the time of year (https://www.gsa.gov/travel/plan-book/per-diem-rates).
		
	

		
For questions or clarifications, please contact the Finance Department at (434) 591-1910.
		



Sheet 3: 2.19A - Pre-Authorization

	
	
	

		
Travel and Business Expense Pre-Authorization Request
		


		


		


		


		


		


		


		
Form 2.19A
		
	

		
Refer to Fluvanna County Policy "2.19 - Travel and Business Expenses" for specific rules and requirements.
		
Ver. 10-18
		
	

		
Requestor's Name 
		
Department
		
Date of Request
		
	

		


		


		


		
	

		
Travel / Expense Purpose      (Attach Training/Conference Brochure or other explanatory information)
		
	

		


		
	

		
Travel Date(s)
		
Travelling To
		
TOTAL ESTIMATED COST
		
	

		


		


		


		
	

		
CATEGORY
		
ESTIMATED COST
		
DESCRIPTION
		
	

		
POV Mileage Cost
		
 $-   
		


		
	

		
Airfare or Rail
		
 $-   
		


		
	

		
Car Rental
		
 $-   
		


		
	

		
Taxi / Bus
		
 $-   
		


		
	

		
Parking & Tolls
		
 $-   
		


		
	

		
Lodging
		
 $-   
		


		
	

		
Meals & Incidental Expense Per Diem
		
 $-   
		


		
	

		
Conference/ Registration Fee
		
 $-   
		


		
	

		
Miscellaneous
		
 $-   
		


		
	

		
Miscellaneous
		
 $-   
		


		
	

		
Miscellaneous
		
 $-   
		


		
	

		
Travel Advance Requested
		
 $-   
		


		
	

		
I have reviewed and agreed to comply with the County’s Travel and Business Expenses policy and procedures.
		
I recommend approval of the travel and business expenses for the purpose listed.
		
I hereby authorize the travel and business expenses for the purpose listed.
		
	

		
Requestor Signature and Date
		
Supervisor / Dept Head Signature and Date
		
Approving Official Signature and Date