Taney County

The Taney County Purchasing Department, guided by the highest standards of professional purchasing practice, seeks to secure needed products and services for using agencies at the lowest ultimate cost consistent with the quality, quantity and delivery required.

Its staff is dedicated to providing the latest procurement techniques in a continuing effort to achieve the best value for the public funds entrusted to our care. Finally, we strive to represent the County to the business community in the best possible light, to promote competition to the fullest practicable extent and to administer its programs openly, uniformly and fairly. The complete Purchasing Manual for Taney County can be viewed on the Taney County Website or by contacting the Director of Purchasing.

The Taney County Purchasing Card Program allows the cardholder to purchase approved commodities and services directly from our vendors. Any employee that is issued a County Purchasing Card is obligated to follow the County Purchasing Card Policy in its entirety. A copy of the Purchasing Card Policy can be obtained through the County Commission Office.

All expenses incurred by an Elected Official, Department Head, or Employee for carrying out official duties, attending training courses, and professional conferences will be reimbursed by the County.

Taney County Employees who incur any business travel expenses must submit a request for reimbursement along with the original itemized receipt, within that same calendar year.

1. All expenses reported must represent reasonable and customary charges incurred for the benefit of County business. Personal entertainment and personal articles are not reimbursable and shall not be reported.
2. All expenses must be clearly, correctly and completely explained. All expenses reported must be for the benefit of the County. General terms such as “incidentals or miscellaneous” in explanation of expenses may not be used.
3. A substitution of a reimbursable item or expense not actually incurred for County expense is prohibited.
4. Include server’s tips in the cost of meals, tips for taxi drivers with taxi fares, tips for bellmen with hotel charges. All tips must be documented on expense reports.
5. The company credit card is for business expenses only. Personal charges of any kind on the company credit card are not allowed for any reason.

Employees with approved travel expenses must submit a request for reimbursement to the Accounts Payable department within the same calendar year. Original receipts must be attached for all expenses submitted for payment. Each printed receipt must itemize the expense in full detail and, if unusual, should note the reason for the expense. Hand written receipts are prohibited and will not be reimbursed. An exception would be a request for reimbursement for charges on a County credit card. These requests must be presented in the same month that the credit card statement is to be paid by Accounts Payable.

You are expected to keep travel expenses to a minimum, and limit expenditures to a reasonable amount. The following expenses for approved travel will be reimbursed, provided that you can document them with a receipt or other appropriate documentation:

• Direct travel including air, bus, taxi, and train fares;
• Direct travel by personal vehicle at the established rate per mile. All mileage must be logged at time of departure for said trip and logged upon return. Specific documentation must be recorded on the reimbursement form stating the destination of trip and the mileage to and from. This documented mileage is to be turned in to the Accounts Payable Clerk within the same calendar year of return of trip. Reimbursements will be made for the noted mileage logged only.
  
  In addition, if side trips are made, the mileage for the beginning of, and ending of the side trip must be noted and deducted from total amount to be reimbursed;
• Overnight lodging when travel extends beyond one-hundred twenty-five (125) miles from the County. This provision does not apply when the purpose of the travel lasts more than one day, AND the Supervisor approves the overnight stay.
• Meals and tips: anything over the allowed amount must be approved by the Employee’s Elected Official or Department Head;
  1. Breakfast: $15.00 plus tips allowed
  2. Lunch: $20.00 plus tips allowed
  3. Dinner: $30.00 plus tips allowed
• Other reasonable and related expenses. (Must be approved through Commission).

A family member or friend may accompany Employee(s) on official County travel (conferences/transport only, not every day on the job travel) when the presence of a companion will not interfere with the successful completion of business objectives or increase the expense to the County.

• Cost incurred by a spouse or other relative or friend accompanying an Employee;
• Personal expenditures such as personal phone calls, movie rentals, valet service, laundry and cleaning, intoxicating beverages, entertainment, or side trips.

Employees without a company credit card may qualify for a cash travel advance to pay for estimated mileage and meals by submitting a request to the Accounts Payable department. Your Supervisor must approve the request. If County business requires you to stay overnight, you should make reservations in advance of the trip. Detailed itemized receipts must be obtained. All unused advanced funds must be returned to Accounting within five (5) working days after return date of the trip.

All Airfare will be scheduled through the Elected Official’s Office. When traveling, please provide in writing, or email, all travel details of the following information:

1. Travel Dates
2. Preferred travel time
3. Destination

As a governmental body, Taney County is exempt from paying most sales tax. When you travel, please take a copy of our “tax exemption letter” with you to present to hotels and motels. If you make advance reservations, a copy may have already been sent, but having a copy with you is a good idea. A copy of the tax exemption letter may be obtained from the Auditor’s Office. Misuse of a tax exemption letter is a violation of law, and may subject you to personal prosecution.

Within five (5) working days of receipt of your expense report, the Accounts Payable Clerk will review for adherence to company policy. If the County owes the Employee a reimbursement of business related expenses, a check will be provided in a timely manner. If the Employee owes the County reimbursement for personal expenses, the reimbursement must be made within ten (10) working days of submission of the expense report.

1. Reimbursement Rate
   The mileage reimbursement rate for the County will be equal to the mileage allowance adopted by the State of Missouri in accordance with 1 CSR 10-11.030 and as published by the State of Missouri Office of Administration for the relevant time periods that the travel occurred.
2. Reimbursement Request
   Any employee that is eligible for mileage reimbursement must submit a reimbursement request. All requests should include the following:
   1. Employee name
   2. County Department
   3. Supervisor Name
   4. Miles Traveled (round trip)
   5. Purpose/Reason for travel
3. Effective Date
   This policy shall be effective as of January 1, 2022