To: Board of Supervisors
From: County Administrative Office
Agenda Section: Consent
SUBJECT:
title
One-time Waiver of Reimbursement Requirement Concerning Employee Travel and Authorization to Pay Bridge Toll Evasion Charges
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RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve a one-time waiver of reimbursement requirement in the Travel and Meal Policy; and
2. Direct the Auditor-Controller to approve payment of the toll evasion charges.
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SOURCE OF FUNDING:
Social Service Fund 1160
DISCUSSION:
On Dec. 29, 2019 and Jan. 8, 2020, staff traveling on county business in county vehicles crossed over the Golden Gate Bridge, incurring toll charges. The Golden Gate Bridge no longer accepts payment at the bridge. Invoices were mailed to the County Administrative Office - Purchasing Team in the amount of $8.35 for each of the toll charges on Jan. 21 and 23, respectively. Purchasing then notified the Department of Health and Human Services (DHHS) Procurement of the toll charges related to DHHS employee travel. However, the invoices were not processed within the time period necessary to avoid the penalty assessment discussed.
On Feb. 18 and Feb. 25, 2020, Purchasing received toll evasion invoices assessing a $25 penalty for each charge because the payments were late. Purchasing sent the invoices to DHHS for processing. On Feb. 27, 2020, Purchasing was contacted by Auditor-Controller (AC) staff indicating that travel costs were to be paid by the employee and then reimbursed by the county. Purchasing identified Section VI.G. of the policy, which states that bridge tolls and "other incidental expenses as approved by the department head or designee" are allowable expenses and may be claimed under this policy. Therefore, in order to avoid any additional penalties and to remove the negative impacts of the outstanding balances on the registration of Motor Pool vehicles, the toll evasion invoices were paid by Purchasing on Feb. 2...
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