title
Approve updates to the County’s Travel Policy; and Authorize the County Administrator to make future revisions to the Travel Policy as needed to align with the County’s operational needs
body
Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The County Administrator’s Office recommends the Board of Supervisors:
1. Approve updates to the County’s Travel Policy; and
2. Authorize the County Administrator to make future revisions to the Travel Policy as needed to align with the County’s operational needs.
SUMMARY/ DISCUSSION:
The County implemented its Travel Policy on July 6, 1953, and has updated it periodically to reflect changing conditions, with the most recent revision occurring on February 28, 2012. The County Administrator’s Office, in collaboration with the Auditor-Controller’s Office, County Counsel, General Services, and Human Resources (HR), has revised the Travel Policy to reflect current travel practices and operational requirements. The proposed revisions simplify language, clarify existing provisions, and establish policies for additional travel-related matters, including electric and hybrid vehicles. The proposal to authorize the County Administrator to make future revisions to the Travel Policy will allow the County to respond more efficiently to changes in legislation, administrative requirements, and travel practices without requiring additional Board action for each update. Any applicable meet-and-confer requirements would still apply.
The proposed Travel Policy is included in Attachment A, and a red-lined version showing changes to the current policy is included as Attachment B.
The most notable revisions to the Travel Policy include:
1. Personal Use Mileage: Adds a definition of Personal Use Mileage.
2. Overnight Lodging: Clarifies that overnight lodging is generally not reimbursable if the location of the authorized activity is less than 50 miles from the attendee’s home or primary work location.
3. Automobile Allowance: Clarifies that individuals receiving a County Automobile Allowance are not eligible for reimbursement of transportation expenses incurred within the county.
4. Transportation Costs: Limits reimbursement to the lesser of 1) mileage reimbursement at the County’s approved rate, including applicable parking and toll fees; or 2) the cost of the most economically available airfare, regardless of the mode of transportation selected.
5. Electric and Hybrid Vehicles: Establishes policies governing the use of electric and hybrid vehicles for County business.
6. Rideshare Services: Adds rideshare services, such as Uber and Lyft, as eligible reimbursable transportation options.
7. Short-Term Rentals: Prohibits reimbursement for lodging obtained through short-term rental services, such as Airbnb and Vrbo.
8. DMV Employer Pull Notice Program: Clarifies the County’s participation in the Department of Motor Vehicles (DMV) Employer Pull Notice program.
9. Conference and Training Attendance: Generally limits attendance at the same training or conference to two individuals, with exceptions permitted at the sole discretion of the County Administrator or Chair of the Board of Supervisors.
If approved, the policy will take effect immediately.
FINANCIAL IMPACT:
Approval of the revised Travel Policy does not require additional General Fund contributions. Travel expenditures will continue to be managed within departments’ approved budgets. The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2026/27 Working Budget.
ALTERNATIVES:
The Board may choose not to approve the updates to the Travel Policy; however, this is not recommended because the current policy has not been updated since 2012 and does not adequately reflect current travel practices and operational requirements.
OTHER AGENCY INVOLVEMENT:
Feedback and updates to the Travel Policy were provided by the Auditor-Controller’s Office, Human Resources, and County Counsel. General Services provided the Electric and Hybrid Vehicle section.
HR notified the bargaining units of the proposed changes and their right to meet and confer. SEIU requested a meeting, and representatives from HR and the County Administrator’s Office met with SEIU to discuss the proposed changes. The comments received were considered in preparing the final draft. The union representing bargaining units 6, 16, and 19 also submitted a written request for clarification, to which HR provided a response. All other meet-and-confer obligations have been completed.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION