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-card...
Click here for full text