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Indian River County Purchasing Manual — Effective April 19, 2022 <br />6. Travel Expenses <br />a. Some cardholders may receive approval from the Purchasing Card <br />Administrator to charge travel related expense to their purchasing cards. <br />b. Expenses for registration, hotel rooms (lodging) and related parking <br />and resort fees, car rentals and airfare are allowed for such cardholders. <br />C. All travel related expenses must be for official County business and <br />must be made in accordance with Section 112.061, Florida Statutes. <br />d. All cardholders must follow County policies on travel expense in <br />addition to the Purchasing Card Policy. (e.g., completing Travel Approval Prior to <br />Trip Form before making any charges on the Purchasing Card). <br />e. With the exception of each Department's dedicated Travel P -card, <br />9only travel expenses for the cardholder are authorized. Charges shall not be <br />made for any other employees or travelers other than the cardholder. <br />f. One checked bag is allowable. <br />g. All out of state travel must be preapproved by the County <br />Administrator, per the Travel Policy. <br />h. The departmental travel P -cards will have a limit of $5,000 per <br />month, and may only be used for the purpose of hotel reservations. <br />C. Procedures for Making and Paying for Purchases <br />1. Online and Telephone Orders <br />a. The cardholder shall ensure a copy of the receipt is obtained. <br />Packing slips are not sufficient documentation. <br />b. Receipts should identify the merchandise purchased. If the <br />merchandise is not sufficiently identified on the order confirmation or receipt <br />provided by the merchant, the cardholder should describe the merchandise <br />sufficiently enough for the Department Director to determine that the purchase <br />was for County purposes. <br />C. The receipt will be forwarded to Finance with the proper <br />authorization signatures on a daily basis, and no later than five business days after <br />the purchase. <br />2. Missing Documentation <br />37 72 <br />