MEETING DATE: 9/28/2021
DEPARTMENT: BOARD OF SUPERVISORS
DEPT HEAD/DIRECTOR:
AGENDA ITEM PREPARER:
SBC DEPT FILE NUMBER: 156
SUBJECT:
BOARD OF SUPERVISOR'S
Receive an overview presentation of the current County Travel Policy. Discuss and consider amending San Benito County's Travel policy, Section V (5) MEAL EXPENSES. Provide staff direction to bring back a resolution approving an amendment to Section V (5) MEAL EXPENSES and any other sections if desired.
SBC FILE NUMBER: 156
AGENDA SECTION:
REGULAR AGENDA
BACKGROUND/SUMMARY:
At the August 24, 2021, Board of Supervisors meeting, the board requested the County Travel Policy to be placed on a future board agenda. An overview presentation of the entire County Travel policy has thus been provided, with the policy itself attached.
Last updated and discussed in May 2019 and March 2020, respectively, topics covered include:
- Authorization levels needed for Travel
- Allowable Types of Transportation
- Expense Reimbursement for Ground Transportation
- Expense Reimbursement for Air Transportation
- Meal Expenses
- Lodging expenses
- Miscellaneous Expenses
The purpose of the County Travel Policy is to prescribe the procedures by which County officials, employees, and volunteers shall report and be reimbursed for expenses incurred in connection with authorized Travel on behalf of the County of San Benito.
As such, Board Supervisor Hernandez would like the Board to discuss and consider amending San Benito County's Travel policy, Section V (5) MEAL EXPENSES, applying a change to meal expenses and reimbursements to incorporate a flat rate per diem.
The current County Travel Policy addresses meal expenses as follows (Overview):
MEAL EXPENSES
- Claims for out of County meals taken during Travel with an overnight stay shall be reimbursed by per diem, which means the traveler is eligible to be reimbursed at the maximum rate allowed by the U.S General Services Agency (GSA) receipts are not required.
- Claims for out of County meals taken during Travel that does not include an overnight stay shall be reimbursed for actual cost, up to the GSA rate. Original receipts are required.
The chart below illustrates the per diem for location set forth by the U.S. General Services Administration[1], Rates are set by fiscal year, effective October 1 each year.
|
Location
|
Breakfast
|
Lunch
|
Dinner
|
Incidentals
|
M&IE Total
|
|
Monterey, San Francisco,
|
$18
|
$19
|
$34
|
$5
|
$76
|
|
San Jose, Sacramento, & Los Angeles
|
$16
|
$17
|
$28
|
$5
|
$66
|
|
San Diego
|
$17
|
$18
|
$31
|
$5
|
$71
|
- A County traveler may not claim reimbursement for any meal which is provided or otherwise available to the County traveler with the Function, whether or not, there is an actual charge for the meal. For example, if lunch is provided at the function, the traveler may not request reimbursement for eating elsewhere.
Meals are generally reimbursable under the time criteria set forth below:
|
Meal
|
Travel Begins Before
|
Travel Ends After
|
|
Breakfast
|
7:00 AM
|
N/A
|
|
Lunch
|
11:00 AM
|
1:00 PM
|
|
Dinner
|
5:00 PM
|
7:00 PM
|
The County's Travel policy adheres to accountable plan rules established in Internal Revenue Code (IRC). When meals are provided as part of a conference fee, the Internal Revenue Service (IRS) looks at additional payments as taxable compensation, not a meal reimbursement (nonaccountable plan). A "meet and confer" requirement is triggered as "terms and conditions" of employment change.
Board consideration(s):
- IRS accountable plan v. non accountable plan
- Provide Staff direction to meet and confer with bargaining groups, if proceeding with travel policy amendment(s).
[1] U.S. General Services Administration Per Diem Rates for CA
RESOLUTION OR ORDINANCE NEEDED FOR THIS ITEM:
No
CONTRACT NEEDED FOR THIS ITEM:
No
CONTRACT AND RFP HISTORY:
N/A
LAST CONTRACT AMOUNT OR N/A:
N/A
STATE IF THIS IS A NEW CONTRACT/ HOW MANY PAST AMENDED CONTRACTS/ OR N/A:
N/A
STRATEGIC PLAN GOALS:
BUDGETED:
N/A
Budget Adjustment Needed: N/A
Unfunded Mandate (Is this a mandate not funded by the State): N/A