I. POLICY REGARDING TRAVEL EXPENSES

A. All in-state travel shall be approved by the Chief of Police.

B. All out-of-state travel shall be applied for in writing and shall be approved by the Mayor.

C. Travel for training purposes shall conform with the training policy administered by the Department of Personnel Services.

D. Overnight travel shall be limited by either of the following methods:

1. The actual cost of lodging, meals (including tax and tips) and laundry, supported by original receipts and/or affidavits provided that prior approval is secured and an explanation in selecting this option is attached to the certificate of travel; or

2. Per diem allowance for overnight travel at rates equal to the highest allowance for such expenses payable to any county employee in a bargaining unit.

E. Board/Lodging

1. When official duties of the department require a member to be temporarily absent from his/her home station, the member shall have his/her board and lodging paid for by the department with the approval of the Chief of Police.

F. Meals

1. Except as provided for in the existing collective bargaining agreement, when official duties of the department require a member to attend a luncheon or dinner meeting or to be absent from his/her home station during meal periods for non-overnight travel, the member shall be allowed to expend the allowable cost of a meal (including tax and tip) as prescribed in the county's policy on meals not to exceed:

Breakfast $4.00; Lunch $5.00; Dinner $10.00.

2. A meal allowance, the amount determined by the employee's current collective bargaining agreement, shall be payable only for less than a full day travel to other islands. for non-ovenight travel within the county, employees shall be entittled to meal costs and other allowable expenses as described in this General Order.

3. Breakfast will be allowed when travel time begins before 6:00 AM. Lunch will be allowed when travel time begins before 11:00 AM and ends after 1:00 PM. Dinner will be allowed when travel time begins before 6:00 PM and ends after 8:00 PM.

4. In exceptional circumstances when these limits are not realistic, higher meal costs may be authorized by the Director of Finance, as approved by the Mayor, provided that written justification is submitted.

5. The furnishing or reimbursement of meals when overtime work is performed shall be in accordance with applicable collective bargaining agreements.

6. When meals are provided by the Employer at no cost to the employee, the employee's per diem shall be adjusted by the current applicable collective bargaining agreement.

II. OTHER EXPENSES

A. Other allowable expenses include airfare, ground transportation (including tips), airport parking, business telephone calls, secretarial fees, registration fees, mileage claim for use of a private automobile and any expense relating to the conduct of official business.

B. When two or more members are included in the same travel assignment and their point to point travel is approximately the same, rental of u-drive vehicles may be restricted to a ratio of one vehicle to four members. Members so assigned shall obtain authorization to apply for rental vehicle reimbursement before the date of departure by contacting the department's Business Manager.

C. Rental cost of u-drive vehicle including any parking charges shall not exceed the maximum daily amount allowable as authorized int he County;'s police regarding rental vehicles.

D. Except as provided for in respective bargaining contracts, members shall be entitled to mileage allowance at rates equal to the highest rates payable to any county employee in a bargaining unit.

E. Air travel shall be on commercial airlines at the economy class by the most direct route to and from the specified points of travel.

III. RECEIPTS

A. All items of expense must be supported by an original receipt of certified copy thereof before reimbursement can be made by the department.

B. All claims for travel reimbursement shall be submitted to the Fiscal Services Division within three working days after returning from the trip.

WAYNE G CARVALHO
CHIEF OF POLICE

(Amended: 11-16-98)