STEVENS COUNTY RURAL LIBRARY DISTRICT

TRAVEL POLICY

IT IS THE POLICY OF THE STEVENS COUNTY RURAL LIBRARY DISTRICT TO PAY REASONABLE EXPENSES FOR EMPLOYEE AND TRUSTEEE TRAVEL ON APPROVED DISTRICT BUSINESS.

1.      Travel Authorization Guidelines

Authorization for business-related travel will be given to conduct Stevens County Rural Library District (District) business and to attend approved training activities and professional conferences.

2.      Travel Authorization for Staff and Board of Trustees

Director: The Director is authorized to travel within the state of Washington to carry out the business of the District at her discretion and under Board of Trustees oversight.

Other Staff: Travel is authorized within Stevens County, to Ferry County, and to Spokane County, to fulfill assigned duties and tasks with oversight of the Director.

Board of Trustees (Trustees): Travel is authorized within Stevens County, Ferry County, and to Spokane County to attend approved meetings and functions of the office.

All other travel by staff and Board of Trustees must be approved by the Director prior to travel.

3.      Use of Personal Vehicles

Personal vehicles may be used for travel by both staff and Trustees under the following conditions:

a.      There is no District vehicle available or using a District vehicle would not be efficient.
b.      The personal vehicle or driver is covered by mandatory liability insurance.

4.      Job Applicants

Travel, lodging, and meal expenses for job applicants traveling to the District for an interview may be fully or partially paid.

5.      Mileage Reimbursement

Mileage reimbursement for personal vehicle will be made for authorized District travel according to the rate established by the Board of Trustees.

All mileage claims must be reported on a District Travel Expense Claim form in a timely manner, according to District procedure.

6.      Travel Expenses other than Mileage Reimbursement for Personal Vehicle.

Transportation: Air travel will be booked at the lowest, reasonable, economy fare.

Meals:

1. Meal expenses may not exceed $40.00 (including gratuities) per 24-hour period for the duration of the travel period.

2. No in-county meal expenses will be reimbursed except as follows:

Those connected with professional conferences, outside training activities, and meetings of organizations.

When accompanying a job applicant as part of the interview process, up to two staff may receive reimbursement for meal expenses.

Lodging:

The full cost of commercial lodging of the type used by the average business traveler will be paid or reimbursed for out-of-county travel. In-county lodging expenses will not be paid.

Registration:

Registration fees for training and professional conferences will be paid by the District if authorized by the Director.

Miscellaneous:

Expenses such as parking fees and non-meal gratuities will be reimbursed by the District.

Reimbursement Claims:

All requests for reimbursement of approved travel expenses must be reported on a District Travel Expense Claim form in a timely manner, according to District procedure.

ADOPTED BY THE STEVENTS COUNTY LIBRARY DISTRICT

September 2, 1999

Policy 0018