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					                                COUNTY OF SAN DIEGO
                                ADMINISTRATIVE MANUAL
                                                                         ITEM
 SUBJECT:     MILEAGE REIMBURSEMENT                                     NUMBER
                                                                                    0200-2


 EFFECTIVE DATE:        MARCH 4, 2011                                     PAGE        1 OF 3

Purpose

To provide guidelines and standard forms for administration of expense reimbursement for use
of an employee’s vehicle on authorized County business (“mileage”). To provide a framework
for departments in establishing their own policy for controlling mileage cost.

Note: Policies for reimbursement of mileage related to out-of-County travel is contained in
Administrative Manual section 0200-01.

Background

The authority for reimbursement for private mileage is contained in the County Charter (Section
913) and the Administrative Code (Section 472, 474 and 475). The Auditor and Controller has
issued rules and instructions relative to claiming practices and procedures (see Mileage Report
for Reimbursement for Use of Private Conveyance, Form 277-A located at http://cww.co.san-
diego.ca.us/ac/docs/mileage.pdf.

Basic policy for administration of mileage reimbursement has been left to the discretion of the
department heads. This policy statement is intended to assist departments in formulating
policies which are consistent with a Countywide general standard, but tailored to the unique
circumstances of the individual departments. It is also intended to ensure that the County’s
liability arising from use of private vehicles is minimized.

Departmental Policies

When a department establishes a new policy or practice for mileage, or makes a significant
change in existing policy or practices, the guidelines set forth below shall be applied:

 1.    Proposed policies must be examined for effects on wages, hours, terms or conditions of
       employment. The department will contact the Labor Relations Manager, who must then
       offer the appropriate employee organization an opportunity to meet and confer prior to
       implementing such policies. County Counsel should be consulted to determine the need
       and procedure for this process. No new or revised policies shall be implemented
       contrary to any provisions of an applicable labor memorandum of agreement. The
       proposed policies should also be examined by the Risk Manager to ensure that there is
       no increased liability to the County.

 2.    Whenever unique circumstances make it desirable to pay mileage for travel, which is not
       clearly authorized within the existing Administrative Code or amendments to applicable
       rules, regulations, policies and procedures, County Counsel must be consulted to
       determine whether proper authority exists for approving such travel.

 3.    The Auditor and Controller will prepare and maintain comprehensive rules and
       instructions regarding the preparation, supervisory review and approval, filing and
       retention of the claim forms related to mileage reimbursement. Claims not satisfying the
       requirements of these rules and instructions may be considered invalid and subject to
       disallowance.
                               COUNTY OF SAN DIEGO
                               ADMINISTRATIVE MANUAL
                                                                           ITEM
 SUBJECT:     MILEAGE REIMBURSEMENT                                       NUMBER
                                                                                     0200-2


 EFFECTIVE DATE:      MARCH 4, 2011                                        PAGE        2 OF 3


Guidelines

The following guidelines shall be applied to the administration of mileage reimbursement, unless
other provisions of law or County policy indicate otherwise.

 1.    Under provisions of Administrative Code Section 475, an employee authorized to use
       private vehicles on County business must maintain a valid California driver license for
       the type of vehicle operated. No motorcycles, mopeds or bicycles shall be permitted to
       be used as a mileage reimbursed vehicle. The employee will maintain at least the
       minimum vehicle liability insurance required by State law. As a record of this,
       department heads will utilize Form DHR 126 “Authorization to Drive a Vehicle on County
       Business.” http://cwss/sites/DHR/Forms_DHR/Authorization_to_Drive_Form.xls.

 2.    Assignment of a headquarters location is at the discretion of the department head. Such
       assignment should be based on a logical and supportable rationale. The common
       meaning of “headquarters” implies a location through which one normally receives
       supervision and/or administrative support. Changes in assignment of headquarters
       should not normally be made for duty assignments of a temporary nature. An
       assignment of less than one month’s expected duration should be considered
       temporary. An assignment expected to exceed one month should be considered
       permanent.

 3.    Payment may be made only for travel on County business. This includes duties
       assigned by the appointing authority or otherwise mandated by law or the County (e.g.,
       County-required physical exams). Functions for which “release time” is normally granted
       (e.g., CPR training, optional physical exams, County job interviews, etc.) are of primary
       benefit to the employee, and travel for such purposes is not reimbursable.

 4.    Mileage will NOT be allowed for normal commuting between home and headquarters.
       However, if an employee is called back to headquarters after having gone home for the
       day, or must travel to and from headquarters on a day when he/she is not normally
       scheduled to work (i.e., a weekend day for most employees), the mileage for the direct
       trips between headquarters and home may be allowed. Mileage may also be allowed for
       trips from home to the first point of contact, and from the last point of contact to home,
       not to exceed, in either case, the mileage between headquarters and such point of
       contact.

 5.    The minimum criteria for review of mileage claims by the approving supervisor should be
       established by the appointing authority and include the following:

         A.   Claims exceeding pre-approved authorized mileage levels should be reviewed.

         B.   Duplicate trips on a single day should be explained in remarks.

         C.   Questionable claims should be investigated to verify legitimacy before approval is
              given.
                               COUNTY OF SAN DIEGO
                               ADMINISTRATIVE MANUAL
                                                                        ITEM
 SUBJECT:     MILEAGE REIMBURSEMENT                                    NUMBER
                                                                                  0200-2


 EFFECTIVE DATE:       MARCH 4, 2011                                    PAGE        3 OF 3

 6.    Mileage should be claimed at intervals no greater than every four weeks. Manual claims
       and other adjustments are discouraged as they are expensive to process and distort the
       data used to manage the mileage program. Mileage payments from petty cash are not
       authorized.

 7.    Any requirement to meet and confer with employee organizations concerning mileage
       reimbursements will be handled through the Labor Relations Manager.

 8. Department heads should attempt to provide County vehicles for employees whose duties
    require more travel each month than is economical to perform with mileage
    reimbursement. The Director, General Services, will keep department heads informed
    regarding the criteria for assignment and the availability of County vehicles.

Reference

Administrative Code Sections 472, 474 and 475
Board of Supervisors Policy D-7
Charter Section 913

Approved




Walter F. Ekard
Chief Administrative Officer

Responsible Department(s)
Auditor and Controller
Department of Human Resources

				
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