TO: Board of County Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
FROM: Jennifer Hyde, Procurement Manager
DATE: June 10, 2025
SUBJECT: Changes to Administrative Policy Manual Section 400 (Expenses)
__________________________________________________________________
BACKGROUND
The Clerk to the Board and Comptroller, County Administrator, County Attorney, and Department Directors participated in several meetings with the Procurement Manager to discuss potential improvements to various procurement-related policies. Final recommendations for changes to County Code and the Purchasing Manual are anticipated to be presented to the Board on August 19, 2025. During the discussions, recommended changes to the travel policy, Section 401 of the Administrative Policy Manual (“AM”), were identified, as was the need to establish procedures related to the purchase of food for employees and resale at appropriate facilities.
ANALYSIS
Modifications to the travel policy include the addition of contractors, consultants, advisors, and candidates for executive and professional positions as parties to whom the travel policy applies.
Approval requirements for out of state travel are modified to reflect the long existing practice of the County Administrator submitting a single list of travel requests to the Board annually, and to eliminate the need for County Administrator approval of out of state travel that was pre-authorized in the budget, except for travel by Directors. The policy is also updated to reflect the addition of the Deputy County Administrator position.
Other changes to the Travel policy include amending references to per diem and mileage rates to be as defined in statute (rather than a numerical amount) and clarifying authorized expenses such as parking, rideshare, rental car and tips. More detailed guidance is provided on requests for travel advances and on the appropriate use of p-cards for travel.
No clear guidance or policy exists for staff concerning food purchases, both for purchasing meals for employees as part of meetings or operational situations, and for resale at various facilities to support visiting patrons. Section 403.01, Purchase of Food Items, is added, establishing policies for the provision of employee and guest meals for training events, and employee meals in support of abnormal operational periods. Guidance is also provided to allow for the procurement of food items for resale, such as at recreation events. All purchases under the new food items policy require written pre-authorization by the department director, and must follow either the purchase order or p-card process.
BUDGETARY IMPACT
There is no budgetary impact associated with the change to the AM.
PREVIOUS BOARD ACTIONS
The most recent change to this section of the manual was August 15, 2017.
POTENTIAL FUTURE BOARD ACTIONS
None anticipated related to the AM.
STRATEGIC PLAN ALIGNMENT
N/A
OTHER PLAN ALIGNMENT
N/A
STAFF RECOMMENDATION
Recommended Action
Staff recommends that the Board approve the revisions to the Travel Policy (AM-401.1) and the addition of the Purchase of Food Items policy (AM-403.1).