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Travel and Expense Reimbursement

 

Employees are reimbursed for reasonable travel expenses incurred when conducting official County business. Employees will only be reimbursed for pre-approved expenses. All expenses shall be reimbursed in accordance with applicable Internal Revenue Service guidelines. Expenses shall be itemized on a travel/expense voucher available from the County Clerk's office. All supporting documentation must be attached to the voucher.

  1. Mileage (use of personal vehicle)
    Mileage will be paid to employees while traveling on official County business during usual or after work hours, on the most reasonable direct route, at the mileage rate established by the County Board. Employees traveling to the same function should carpool whenever possible. Persons opting not to carpool may not be eligible to receive mileage reimbursement.

    A valid driver's license, proof of insurance, and a vehicle available for transportation may be requirements of the position.

    Commuting expenses between an employee's home and his/her assigned County government building are not reimbursable.

    Additional expenses incurred while on County business outside of Trempealeau County are reimbursable as follows:
  2. Meals
    The Executive and Finance Committee shall recommend, and the County Board of Supervisors shall approve, the meal reimbursement rate. Employees should check with the County Clerk's office to determine the current rate of reimbursement.
  3. Lodging
    The Executive and Finance Committee shall recommend, and the County Board of Supervisors shall approve, the maximum permitted amount for lodging. Employees should check with the County Clerk's office to determine the current rate of reimbursement.

    The choice of lodging shall be based primarily on cost, with consideration given to accessibility in conducting business. The County will allow and shall pay the room rate at the site of a convention, seminar or meeting.

    When traveling alone, a person shall make use of a single rate room. Persons traveling together shall, whenever feasible, share lodging accommodations. Only travel expenses for the authorized person shall be reimbursed, and at the rate for a single room.
  4. Incidentals
    Receipts should be kept for miscellaneous expenses such as parking, registration, etc., and attached to the travel/expense voucher. All receipts should be itemized for reimbursement. Bar bills or alcoholic beverages are not reimbursable.
  5. Procedures
    If lodging expenses exceed the maximum allowed as established by the County Board of Supervisors:
    1. Complete all information on the Expense Form, sign and date
    2. Attain the required signatures (see below);
    3. Attach the Expense Form to the travel/expense voucher.

SIGNATURES REQUIRED

If request made by: Signatures required are:
County Board Supervisor Audit Committee
Department Head Standing Committee Chair/Admin. Coordinator
All Other Employees Dept Head/Adm. Coordinator

 

Room 217
36245 Main Street
P.O. Box 67
Whitehall, WI 54773

Phone
(715) 538-2311
Fax
(715) 538-4776

Email

Hours
Monday - Friday
8:00 AM - 4:30 PM
Closed Major Holidays

Resources

Amy Spriggle
Director of
Human Resources
Extension 213

Christa Sokup
Human Resources Generalist
Extension 224