Travel Forms:

http://www.scottcountyiowa.gov/intranet/auditor/travel

Travel Policy:

Please familiarize yourself with the Travel Regulations policy.

• Refer to HR Policy "Chapter 20 (T) Travel Regulations"

Types of ineligible expenses: travel insurance, pre-boarding charges on planes, pre-registering charges for seats, overweight luggage, alcoholic beverages, valet parking (unless there is no alternative), bell hop, laundry services or entertainment.

Flying:

Plane reservations: use a search engine such as http://www.expedia.com or http://www.travelocity.com to determine routes or price. Then go to the individual airline to book as you often get a better price. Note: travel insurance is not covered by the County Travel Policy

Be sure to put the phone number for the airline in your cell phone in case you need to rebook along the way, it is quicker and easier to call than stand in line at customer service.

Check out the Transportation Security Administration Website for up to date guidelines on what you can and cannot take on a plane: http://www.tsa.gov/

Paperless tickets - be sure to keep your device charged to retrieve your flight ticket and itinerary.

Luggage:

Create a color palate for your trip so you can pack fewer items and use carryon luggage. If you’re traveling for multiple days and need to check luggage, find out what the charges are for the airline you’re using and be sure to get the receipt. Consider keeping all the receipts in the same pocket. It will help keep them organized for submission.

Develop a packing list; there are on-line resources to assist, such as http://www.travelsense.org/packing/index.cfm

Five supplies to have on hand when traveling, according to Consumer Reports:

1. Hand sanitizer (make sure it complies with liquid & gel limitations);
2. First aid kit with basic supplies;
3. Contacts and info: on an index card write contact info for family, meds and allergies, primary care physician and laminate the card to take with you;
4. Sun protections such as sunscreen and sunglasses; and
5. Travel pill case for and medications you take and a few doses of acetaminophen, antihistamine, anti-diarrhea medicine and cough drops

If you’re combining work and personal travel that impact the cost of the plane you need to discuss with Department Head in advance so if the cost of travel increases the ticket, the County will reimburse the lower rate. (e.g. the ticket is $250 if I leave at the end of the conference, but $300 if I stay an extra day, the County will only pay $250 of the ticket cost. In these circumstances it should not be put on your P-card, but instead be on your personal credit card and reimbursed.)

Driving:

If using your personal vehicle for a day trip you will not be reimbursed mileage if a pool car was available.

Traveling to Chicago for a conference or meeting; be sure to check out an I-pass from FSS. Other destinations that may include a toll road check to see if the I-pass will work in that location, as there are many reciprocal agreements.

No pool car available check to see if renting a car is cheaper than mileage reimbursement, and reduce the wear and tear on your personal vehicle.

Meals:

Review Policy T for allowances and remember if the conference or hotel provides a meal at no cost, you cannot claim a meal allowance for that meal.

Travel Rewards:

If you travel 3+ times a year for work, you should obtain a travel reward card with your work address and email to obtain reduced costs for the County.