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6. Travel Expenses a. Some cardholders may receive approval from the Purchasing Card Administrator to charge travel related expense to their purchasing cards. b. Expenses for registration, hotel rooms (lodging) and related parking and resort fees, car rentals and airfare are allowed for such cardholders. C. All travel related expenses must be for official County business and must be made in accordance with Section 112.061, Florida Statutes. d. All cardholders must follow County policies on travel expense in addition to the Purchasing Card Policy. (e.g., completing Travel Approval Prior to Trip Form before making any charges on the Purchasing Card). e. Only travel expenses for the cardholder are authorized. Charges shall not be made for any other employees or travelers other than the cardholder. f. One checked bag is allowable 9. All out of state travel must be preapproved by the County Administrator, per the Travel Policy. C. Procedures for Making and Paying for Purchases 1. Online and Telephone Orders a. The cardholder shall ensure a copy of the receipt is obtained. Packing slips are not sufficient documentation. b. Receipts should identify the merchandise purchased. If the merchandise is not sufficiently identified on the order confirmation or receipt provided by the merchant, the cardholder should describe the merchandise sufficiently enough for the Department Director to determine that the purchase was for County purposes. C. The receipt will be forwarded to Finance with the proper authorization signatures on a daily basis, and no later than five business days after the purchase. 2. Missing Documentation Where supporting documentation is missing, the cardholder must contact the vendor and request a duplicate receipt. If the cardholder is unable to obtain documentation, a description of the purchase must be attached. Continued