Policy Travel and Expense Reimbursement

Commissioners, Alternate Commissioners, and Commission staff whose duties in service of Sonoma LAFCO necessitate travel outside Sonoma County shall be reimbursed for their actual and necessary expenses, including transportation, lodging, meals, registration fees, and other reasonable incidental costs. Commissioners, Alternate Commissioners, and Commission staff should not suffer undue loss when traveling on official Commission business nor gain undue benefit from such travel.

Transportation

Transportation shall be by the most economical and/or most reasonable means available, considering the travel purpose, schedules, and transportation and facilities available.

Costs in excess of the lowest feasible fare are generally not reimbursable. If a choice among various modes of transportation is available, reimbursement will be provided based on the lowest reasonable cost. Itemized receipts are required.

The use of a private vehicle may be authorized by the Executive Officer or Commission Chair for travel outside Sonoma County. Travel shall be reimbursed at the Internal Revenue Service allowable rate applicable on the date(s) of travel. The mileage reimbursement rate will represent the full reimbursement for expenses associated with the use of a personal vehicle, including fuel, normal wear and tear, insurance, et al.

Mileage for attendance at Commission, Committee, or other meetings in Sonoma County that are related to LAFCO business shall not be reimbursed.

Meals

The actual cost of meals, including gratuities, will be reimbursed when Commissioners, Alternate Commissioners, or staff travel outside the County on Commission business. Meal expenses should be reasonable and, except for unusual circumstances, should not exceed $90.00 per day. Itemized receipts are required.

If traveling in a group, an individual may cover the cost of meals for those representing Sonoma LAFCO and claim reimbursement for those costs as well as his or her own. The names of those for whom the meal was purchased must be stated, along with a statement of the business purpose.

The cost of alcoholic beverages will not be paid or reimbursed. Purchase of alcoholic beverages should be excluded from itemized receipts submitted for reimbursement.

The cost of meals will not be covered for in-County meetings which do not involve overnight lodging unless special circumstances are involved. Examples include: meals approved as part of a program for special training sessions, conferences, and workshops; meetings involving Commissioners, Alternate  Commissioners and/or staff with representatives of other governmental agencies, community organizations, or private companies during a mealtime setting to conduct LAFCO business; meetings of the Commission or an authorized committee for an extended period, including a mealtime.

Lodging

Actual and necessary lodging expenses will be reimbursed when travel on Commission business reasonably requires one or more overnight stays. If lodging is in connection with a conference, workshop, or educational event, reimbursement will not exceed the group rate published by the conference sponsor. If a group rate is not available, a government rate, or the lowest reasonable rate, should be requested. Itemized receipts are required.

Incidentals

The cost of all reasonable and necessary incidentals, such as bridge tolls, parking, and ground transportation, shall be reimbursed. Receipts for such items are required when they can reasonably be provided. 

Registration Fees

Commission staff typically process and directly pay registration fees for Commissioners, Alternate Commissioners and staff to attend conferences and workshops, subsequent to authorization by the Executive Officer or the Commission Chair. Should Commissioners, Alternate Commissioners and/or staff wish to attend a conference/workshop/seminar, etc. not typically attended, separate authorization by the Executive Officer or the Commission Chair is required. Reimbursement shall be made after the event and when receipt for payment is provided and processed

CALAFCO Conferences and Workshops

CALAFCO follows an established policy regarding fees for conferences and workshops. Sonoma LAFCO shall abide by that policy, which specifies the following:

• Registrations for CALAFCO conferences and workshops are considered complete upon payment of the registration fee.
• The CALAFCO Executive Director establishes a cancellation deadline date for CALAFCO conferences/workshops that is no more than ten (10) business days prior to the commencement of the event.
• Cancellation requests made in writing to CALAFCO prior to the designated cancellation deadline shall receive a 100% refund less a $20.00 handling fee.
• Registration can be transferred at any time from one person to another if requested in writing, subject to a $20.00 handling fee.

Procedure for Reimbursement of Travel Expenses

Authorization by the Executive Officer or the Commission Chair is required for all travel, prior to the incurring of costs and/or the commencement of travel. Commission staff will process requests for travel authorization and reimbursement using the County of Sonoma Travel Authorization Form. Receipts are required for reimbursement for the cost of lodging, transportation, meals, registration (if not coordinated by Commission staff) and other expenses as may be necessary. Receipts should be submitted within 30 days after the conclusion of the event for which reimbursement is requested.

Adopted: April 1, 2016