Schmitz, Barbara

From: Cedar Rapids Public Library Foundation <foundation@crlibrary.org>

Sent: Wednesday, August 14,20138:10 AM '
To: Schmitz, Barbara .
Subject: Thanks for buying tickets to the Grand Opening Gala at the new Cedar Rapids Public Library
8/14/2013
Dear Ben,
Thank you for buying a ticket(s) to the Grand Opening Gala! Please print this email as your ticket(s) to the
event. The dollar amount below will tell us how many tickets you've purchased. We look forward to celebrating
a great evening with you.' .' .
Event Details:
. When: Friday, August 23; 7:00 to 10:00 pm
Where: Your new Cedar Rapids Public Library - 450 5th Avenue SE, Cedar Rapids
What: Live music; heavy appetizers; alcholic and non-alcoholic beverages; and a sneak peek on the eve of
the Library's grand opening.
Amount: $100.00
$70 of each $100 ticket is tax deductible. This email can act as your receipt for tax purposes.
First name: Bep
Last name: Rogers
. Information
'" .
1

1













I. POLICY

Linn County will administer a uniform policy for employee travel and meal
reimbursements relating to discretionary activities including conferences and
seminars

II. SCOPE

This policy is applicable to all full-time and part-time Linn County employees
responsible to the Board of Supervisors; employees responsible to an elected
official, including the elected official and their deputies; and the Conservation and
Public Health Departments.

III. EXCEPTIONS

This policy does not apply to travel or meals that are integral to the employees
normal daily activities.

IV. DEFINITION

Reimbursement shall mean repayment to an individual or allowable charges to a
county authorized credit, procurement or travel card.

V. TRANSPORTATION

A. Employees are encouraged to use vehicles available in the car pool or
department for in-state travel. Employees required to pay parking, toll
fees, etc., as a result of driving a County vehicle, may submit receipts for
reimbursement.

B. Employees allowed to use a personal vehicle for county activities must
have a valid drivers license, proof of insurance and the approval of their
supervisor. The reimbursement rate for mileage shall be the IRS federal
Distribution:Employee Handbook, Intranet
BOARD OF SUPERVISORS
County of Linn, Iowa
Revision No.:
3
Reference:
Board of Supervisors Minutes of 3/17/2003,
2/5/07, 2/7/07, 6/25/07
Directive Number:

Approval Date:
06/25/2007

Effective Date:
06/25/2007
Policy Section & Number:
PM-014
Travel Policy





2
mileage reimbursement rate. The federal rate includes expenses for
ancillary fees such as tolls, parking, gas and oil.

C. Air travel will be reimbursed at coach or economy rates. Documentation
showing point of departure, intermediate and final destinations is required.
Alternate air travel arrangements (i.e., depart from other than Cedar
Rapids, stay over on a Saturday night, etc.) will be reimbursed if cost
savings to the County can be documented.

D. Claims for other forms of transportation including rail, bus, personal car,
etc. for out-of-state travel are allowable if the reimbursement does not
exceed lowest reasonable coach airfare, as documented at the time the
Travel Authorization Form is submitted for approval. Documentation must
be provided. Additional per diem and lodging will not be paid above the
reimbursement for reasonable coach airfare because of additional travel
time involved in the alternate form of travel.

E. Transportation costs for taxi, shuttle, public transportation, etc. may be
reimbursed. Receipts are to be obtained.

F. Individuals are permitted to rent cars in cases where local ground
transportation is not available or will exceed the costs of car rental or
where prior approval has been received from the department head or
elected official. Receipts shall accompany claims for reimbursement for
car rental. Car rental contract collision damage insurance and
comprehensive coverage should be accepted. Parking fees shall be
reimbursed. Receipts are to be obtained.

VI. LODGING

A. Lodging reimbursement is limited to the actual cost of a single room plus
applicable taxes. Employees are expected to seek standard lodging
accommodations that are comfortable, convenient, meet business needs,
and offer good value. Travelers are encouraged to ask for the discounted
rate when making reservations (i.e., the governmental, educational or
corporate rate).

B. The original itemized hotel bill shall be attached to the authorization form.
Reimbursement will not be made without the itemized hotel/motel bill.

1. Sharing rooms. If sharing the room with another person (or
persons), please attach documentation that lists the name of each
person and indicate whether the expense claimed is for one or all
travelers.

a. If sharing with person(s) from another organization, only the
portion for the County employee should be claimed.





3
b. If sharing with a person(s) who is not on County related
business, reimbursement will be limited to the single room
rate. If claiming the single room rate, clear documentation of
the single room rate must be provided. Acceptable
documentation includes official housing information from
conference materials or official verification of the single room
rate provided by the hotel, on hotel letterhead.

c. Expenses incurred for items such as in-room movies, use of
health club facilities, personal calls, laundry cleaning and
pressing are not considered lodging and will not be
reimbursed.

VII. MEALS

A. Allowances. Reimbursement for meals and incidental expenses shall not
exceed the federal per diem rate based on the city/county location of the
travelers destination. (Meal tips and other incidental expenses are
included in the per diem. Alcohol is not a reimbursable expense.) Cities
and/or counties not specifically listed on the federal per diem will be
reimbursed at the standard federal rate. Meals reimbursed without an
overnight stay will be taxable income to the traveler. Federal per diem
rates can be found at www.gsa.gov.

1. Allowance for trip departure and return days shall not exceed the
full per diem. Employee may request less than the full per diem
without providing documentation.

2. Employees may request less than the full per diem or department
heads may approve less than the full per diem if it results in a more
equitable reimbursement.

3. In those cases when the conference registration fee provides for
meals, federal guidelines may be used to reduce the daily per diem
to account for provided meals.

4. For non-overnight travel, the payment of meal expenses is
determined by the department head or elected official and shall not
exceed federal per diem guidelines. Check the guidelines for a
breakdown of individual meal reimbursements. Meal
reimbursements associated with non-overnight travel are
considered taxable wages.

5. Procurement cards shall not be used for expenses to be claimed
under the per diem.




4

VIII. REQUEST FOR TRAVEL AUTHORIZATION

A. Travel approval is required for all out-of-state conferences, seminars, and
other educational activities.

1. A Travel Authorization Form shall be used. The form is on the
Intranet.

2. The Estimated Costs portion of the form should include a summary of
costs to be incurred directly by the employee and those costs that will
be billed directly to the County.

3. The request shall be submitted to the responsible elected official or
department head for approval.

(a) Department Heads reporting to the Board of Supervisors shall
submit their Travel Authorization Form to the Board of Supervisors.

(b) Separate travel requests are required for each employee. Once
approved, the Travel Authorization Form is returned to the
requesting employee as authority to travel.

B. It is the departments responsibility to apply for reimbursement from other
entities and to submit these reimbursements to the Auditors office.
Reimbursement from other entities should be indicated on the Travel
Authorization Form.

IX. EXPENSE PAYMENTS

A. The Travel Worksheet shall be completed and may be submitted to the
Auditors office for expense payments.

B. All expenses, whether paid by cash or credit card, shall be listed on the
Travel Worksheet. Appropriate expenses shall be documented by
attaching proper receipts to the Travel Worksheet.

C. Receipts are required for travel expenses and lodging. Receipts are not
required for meals which are paid per diem.

X. EMPLOYMENT INTERVIEWS

Linn County may pay for travel, lodging and meal expense for one employment
interview per applicant who is not a current resident or employee of Linn County.