HomeMy WebLinkAboutItem I5 I5
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor James K.Scholl,District 3
The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2
Craig Cates,District 1
David Rice,District 4
Holly Merrill Raschein,District 5
Board of County Commissioners Meeting
June 18, 2025
Agenda Item Number: I5
2023-4137
BULK ITEM: Yes DEPARTMENT: Administration
TIME APPROXIMATE: STAFF CONTACT: Lindsey Ballard
n/a
AGENDA ITEM WORDING:
Approval of a resolution authorizing the Clerk to pay purchasing card vendor $529 in hotel expenses
incurred by the County Airport Department's Marketing and Communications Manager Katie Atkins for
April 26 -28, 2024.
ITEM BACKGROUND:
Katie Atkins requested and received approval for a hotel stay to assist with the Marathon 7Mile
Offshore Grand Prix boat races sponsored by the Airport. The clerks office hasn't approved payment
because of a rule in Florida Administrative Code 69I-42.006(7). Per Diem and Subsistence Allowance
that disallows hotel accommodations to be paid for by government if the employee lives within 50 miles
of the location of the event. Her hotel bill for 2 nights was $529.00.
F.A.C. 69I-42.006(7)reads: "A traveler may not claim per diem or reimbursement for lodging for
overnight travel within 50 miles of his headquarters or residence, unless the circumstances
necessitating such overnight travel are fully explained by the traveler and approved by the agency head.
Criteria for approval shall include late night or early morning job responsibilities and excessive travel
time because of traffic conditions."
The rule allows for payment of overnight lodging expenses if the travel is fully explained and approved
by the agency head. Ms. Atkins lives in Tavernier and had to be in Marathon in the early morning to
set up the Airport Department's promotional booth prior to the start of the Marathon boat races. The
proposed resolution contains findings of fact by the Board that determines that this travel was
authorized given the circumstances and directs the Clerk to pay the Purchasing Card vendor for this
expense.
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Unfortunately, that rule was not included in the County Administrative Instructions or the Clerks travel
guidelines. Therefore, neither the employee nor the Department head knew of this regulation.
Following is a list of actions and rules related to this expense.
Date: Item
August 1, 2022 Clerk guidelines were updated
August 14, 2022 Applicable Admin Instruction
Requested: Wednesday,April 9, 2024 @11:04am
Director Requested approval of travel
Approved: Wednesday,April 9,2024 @12:42pm
April 26-28, 2024 Travel dates and times
May 17, 2024 @1:45pm Clerk's denial of travel(50-mile radius)
June 13, 2024 Clerk's guidelines were updated
Requested: Monday, June 24, 2024 @1:59pm
County Administrator approval of travel
Approved: Monday,June 24,2024 @2:35pm
Staff is currently rewriting the travel Administrative Instructions to be all inclusive of all rules related to
travel.
The Clerk has indicated they will pay for this expense with approval by the Board of County
Commission.
PREVIOUS RELEVANT BOCC ACTION:
n/a
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
n/a
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Resolution authorizing_pay ent_of hotel_expense_of Katie_Atkins.docx
69I-42.006.pdf
1. B0CCTravelGuidelinesAug2022.pdf
2. 4716.6 -Purchase, Travel, Pay and Personnel Action Auth.pdf
3. RE Hotel Boat Races.pdf
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4. 2024-Schedules-2024-Marathon-Schedule-I.pdf
5. RE Follow-Up on Outstanding Travel Charge for Katie Atkins.pdf
6. BOCCTravelGuidelinesJun2024 Highlighted.pdf
FINANCIAL IMPACT:
$529.00 in airport funds.
1810
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
RESOLUTION NO. -2025
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA A U T H O R I Z I N G T H E
PAYMENT OF $ 529 . 00 IN HOTEL EXPENSES
INCURRED BY COUNTY AIRPORT MARKETING
AND COMMUNICATIONS MANAGER KATIE ATKINS
FROM APRIL 26 THROUGH APRIL 28 , 2024 TO SET
UP THE AIRPORT DEPARTMENT ' S PROMOTIONAL
BOOTH AT THE MARATHON BOAT RACES ,
FINDING THAT STAY AT A HOTEL IN MARATHON
DESPITE LIVING WITHIN 50 MILES OF THE HOTEL
WAS JUSTIFIED ; FINDING THAT PAYMENT OF
THIS EXPENSE FULFILLS A PUBLIC PURPOSE ;
AND DIRECTING THE CLERK TO PAY THE
PURCHASING CARD VENDOR FIRST HORIZON
BANK FOR THAT AMOUNT .
WHEREAS, the Florida Legislature has established a uniform regulation
for payment of travel expenditures incurred by government employees
throughout the state which are codified at F.S. 112.061 ; and
WHEREAS, the Florida Department of Management Services
promulgated a rule, codified at F.A.C. 691-42.006(7), which implements F.S.
112.061 but also prohibits the payment of per diem or reimbursement for
lodging for overnight travel where the hotel is located less than 50 miles from
a government employee's home or residence, unless the circumstances
necessitating the travel are fully explained by the traveler and approved by the
agency head; and
WHEREAS, F.A.C. 691-42.006(7) established criteria for approval to
include "late night or early morning job responsibilities and excessive travel
time because of traffic conditions"; and
WHEREAS, to date, the Clerk has declined to pay the expense due to
"the 50-mile rule" set forth in F.A.C. 691-42.006(7); and
WHEREAS, the Board finds that Ms. Atkins has fully explained the
circumstances necessitating staying in Marathon due to having to set up the
Airport Department's promotional booth in the early morning hours prior to the
i
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Marathon Boat races, given potential traffic delays on U.S. 1 , the only road
between Ms. Atkins home in Tavernier and the event site squarely meet the
criteria for approving overnight travel under F.A.C. 691-42.006(7); and
WHEREAS, the Board finds that payment of the $529.00 to the
Purchasing Card Vendor First Horizon Bank serves a public and County
purpose; and
WHEREAS, it is the intention of the County Commission to direct the Clerk to pay the
purchasing card vendor $529.00 for the overnight lodging expense incurred by Katie Atkins
in April of 2024.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OFMONROE COUNTY, FLORIDA:
1. That the above-stated recitations are incorporated as factual findings
of the Board.
2. That the Clerk is authorized and directed to pay the Purchasing Card
Vendor First Horizon Bank $529.00 for Ms. Atkins lodging expenses
that were incurred from April 26th through April 28th in 2024.
PASSED AND ADOPTED at a regular meeting held on the 181h day of June, 2025 in Key Largo,
Florida.
Mayor James K. Scholl
Mayor Pro Tem Michelle Lincoln
Commissioner Craig Cates
Commissioner Holly Merrill Raschein
Commissioner David Rice
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY:
Mayor James K. Scholl
(SEAL)
ATTEST: KEVIN MADOK, CLERK
By:
As Deputy Clerk
2
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Approved as to form and legal sufficiency
Robert B. Shillinger, Monroe County Attorney
3
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69I-42.006 Per Diem and Subsistence Allowance.
(1)Travelers(Class A)who desire to claim reimbursement pursuant to section 112.061(6)(a)2.,F.S. (actual lodging at the single
occupancy rate plus meal allowances), for some periods and pursuant to section 112.061(6)(a)l., F.S. (per diem), for other periods
while on the same trip may only change methods on a travel day basis(midnight to midnight).
(2)For Class A travel, lodging expenses shall be calculated on a travel day basis beginning on the day of departure,regardless
of when such expenses are actually paid.
(3)No traveler shall be reimbursed for more than one lodging expense during any travel day unless fully justified by the traveler
in writing.
(4)A traveler claiming less than the full meal allowance or per diem authorized by section 112.061(6),F.S., shall include on his
travel voucher a statement that he understands that he is entitled to the full meal allowance provided by law but has voluntarily
chosen to claim a lesser amount.
(5) Lodging expenses shall qualify for reimbursement pursuant to section 112.061(6)(a)2., F.S., only if they are incurred at a
duly established commercial lodging facility and are substantiated by itemized paid receipts or bills therefor.
(6)Rates for foreign travel shall not begin until the date and time of arrival in the foreign country from the United States. Rates
for foreign travel shall terminate on the date and time of departure from the foreign country to the United States. Rates for foreign
travel shall not be claimed for any quarter in which meal allowances or per diem is claimed. When a traveler goes from one foreign
geographic location to another within the same quarterly period,reimbursement shall be calculated at the applicable rate where the
majority of the quarter was spent regardless of which area has a higher reimbursement rate.
(7)A traveler may not claim per diem or reimbursement for lodging for overnight travel within 50 miles of his headquarters or
residence, unless the circumstances necessitating such overnight travel are fully explained by the traveler and approved by the
agency head. Criteria for approval shall include late night or early morning job responsibilities and excessive travel time because of
traffic conditions.
(8)The Class C meal allowance authorized by section 112.061(6)(b),F.S.,is defined as taxable income by the Internal Revenue
Service and is subject to withholding of income and social security taxes.It is required to be reported as wages on the traveler's W-2
form. Class C meal allowances must be shown on the traveler's travel voucher,deducted from the total claimed and submitted to the
Bureau of State Payrolls for payment through the payroll system.
Rulemaking Authority 17.075(1), 17.29, 112.06](9)FS.Law Implemented 17.075, 112.061, 215.42 FS.History—New 3-5-90,Amended 1-8-95, 6-8-
97, 1-7-98,Formerly 3A-42.006.
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e°A Kevin Madok, CPA
�o ........ � Clerk of the Circuit Court& Comptroller— Monroe County, Florida
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Monroe County
TRAVEL GUIDELINES
Prepared By: Monroe County Clerk of Circuit Court & Comptroller Office
Last Update: August 1, 2022
Questions: Aneta Donnelly, Accounts Payable Supervisor
Phone - 305.292.3417
Email -. .. eH
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Overview
The information in this brochure summarizes the travel guidelines for the officers,
employees and other authorized persons traveling on behalf of the Monroe County Board
of County Commissioners (BOCC).
These guidelines are based on applicable state statutes (s. 112.061, F.S.), Monroe County
ordinances (Ch. 2,Art. III, Div. 3), and Section 15 of the Monroe County Personnel Policies
& Procedures Manual which states travel shall be the most economical and practicable
method available.
These guidelines should not be considered all-inclusive. The Clerk's Finance Department
reserves the right to review reimbursement requests on an individual basis.
To receive reimbursement, a county employee must log into Monroe County's Workday
system and complete an on-line expense report.The employee will be required to submit
a scanned copy of original receipts along with providing a detailed justification for all
travel expenditures. Reimbursement requests must represent actual, reasonable, and
necessary expenses.
The Monroe County Clerk's Office gives employees' travel reimbursements top priority
for processing to ensure that travelers are reimbursed as quickly as possible.To that end,
reimbursement requests that are fully completed and adhere to the following rules will
assist in expediting the travel reimbursement request:
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
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Monroe County Travel Guidelines
August 1, 2022
Page 2 of 7
• Include in the Memo of the expense report detail on the business purpose of the travel.
Detail that is helpful to provide includes identifying the traveler's headquarters, city of
residence, point of origin, point of destination, and the business purpose of the travel
(e.g., name of the conference, convention, meeting, etc.).
• Attach clear and readable scans of all original receipts to the on-line expense report.
Dates and names on the receipts must match the dates of travel and the traveler's
name. Attach scanned copies of cancelled checks or proof of credit card ownership as
proof of payment by traveler.
• Enter the date(s) on which travel was performed. Travel period must match the dates
on all receipts attached to the expense report. Daily travel dates must be entered and
corresponding expenses for the date should be listed accordingly.
• Ensure that the hour of departure and return include a.m. or p.m. A traveler taking
personal leave at the end of a trip must estimate their return time back to the traveler's
official headquarters or residence.
• An expense report that is entered into Workday must be entered by the employee and
it will then be routed to the employee's supervisor. If the supervisor does not have
signing authority, the system will automatically route it to the designated personnel
with signing authority for his/her approval. An employee reimbursement request that
has travel that is 90 days or older, will automatically be routed for the County
Administrator's approval.
A non-employee/contractor requesting reimbursement must complete either a standard
State of Florida travel voucher or an acceptable expense document containing dates,
times, points of origins/destinations, detailed justification for the travel, all original travel
receipts along with an affirmation declaring the claim is true and correct in every material
matter and adhere to these travel guidelines. This reimbursement request will be
processed by the Clerk of Circuit Court's Accounts Payable staff.
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Monroe County Travel Guidelines
August 1, 2022
Page 3 of 7
Meal Reimbursement
All travelers shall be allowed for subsistence when traveling to a convention or conference
or when traveling within or outside the state to conduct bona fide BOCC business.
Receipts for meal claims are not required. However, meals need to be itemized on the
expense request.
All travelers are allowed the following amounts while on official BOCC business:
• Breakfast: $15 if travel begins before 6 a.m. and extends beyond 8 a.m.
• Lunch: $20 if travel begins before 12 p.m. and extends beyond 2 p.m.
• Supper: $40 if travel begins before 6 p.m. and extends beyond 8 p.m.
No one, whether traveling out-of-state or in-state, shall be reimbursed for any meal or
lodging included in a convention or conference registration fee. A copy of the conference
agenda must be scanned and attached to the expense report.
Class A Travel is continuous travel of 24 hours or more away from the traveler's official
headquarters. In accordance with Section 2-109, Monroe County Code, the travel day for
Class A travel is a calendar day (midnight to midnight).
Class B Travel is continuous travel of less than 24 hours that involves an overnight
absence from the traveler's official headquarters. The travel day for Class B travel begins
at the same time as the travel period.
Class C Travel is a short or day trip in which the traveler is away from his/her official
headquarters but is not staying overnight. Meals reimbursed for an employee while on
Class C travel are considered fringe benefits by the Internal Revenue Service (IRS). IRS
regulations require FICA and federal income taxes be withheld on these meals.As a result,
Class C meals are paid on an employee's payroll check. Employees should request
reimbursement of Class C meals on their Workday expense report. The Clerk's Office will
audit the reimbursement request and the system will then forward any Class C meals to
payroll for further processing. A traveler is not entitled to a per diem for Class C travel.
1817
Monroe County Travel Guidelines
August 1, 2022
Page 4 of 7
Per Diem. All travelers are allowed for subsistence when traveling to a convention or
conference or when traveling within or outside of the state to conduct county-related
business. The traveler is entitled to either:
(1) $125 per diem for a full day of travel; or
(2) If actual expenses exceed $125, reimbursement for actual expenses if those
expenses exceed $125 and they are deemed necessary and reasonable for lodging
for a single occupancy rate substantiated by paid receipts plus reimbursement with
for meals within the BOCC's meal allowances.
Per diems are paid by the quarter of the day. The traveler will receive $31.25 per quarter
for any quarter of the day spent in travel status: Midnight to 6 a.m.; 6:01 a.m. to Noon;
12:01 p.m. to 6 p.m.; and 6:01 p.m. to 11:59 p.m.
Transportation
All travel must be by a usually traveled route. In case a traveler travels by an indirect route
for his/her own convenience, any extra costs shall be borne by the traveler and
reimbursement of expenses shall be based only on such charges as would have been
incurred by a usually traveled route.
Transportation by common carrier when traveling on BOCC business and paid for
personally by the traveler, must be substantiated by a receipt. Federal tax shall not be
reimbursable to the traveler unless the State and other public agencies are required by
law to pay such a tax.
Mileage Reimbursement. Travelers who use their privately-owned vehicle for official
BOCC travel shall be reimbursed $0.67 per mile. Reimbursement for expenditures related
to the operation, maintenance, and ownership of a vehicle shall not be reimbursed when
privately-owned vehicles are used for official BOCC business.
All mileage shall be shown from point of origin (headquarters or residence, whichever is
closer) to destination (headquarters or residence, whichever is closer). Travelers may use
the Florida Department of Transportation's published mileage charts or Google Maps to
compute mileage from address to address.
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Monroe County Travel Guidelines
August 1, 2022
Page 5 of 7
Vicinity mileage necessary for the conduct of BOCC business is allowable but must be
shown as a separate item on the travel voucher form.
Airfare Reimbursement. For reimbursement of airfare, the traveler must provide
electronic copies of boarding passes and flight itinerary (e.g., e-ticket receipt, travel
agent's receipt, itinerary provided by airline, baggage receipt, etc.).
Rental Vehicles. In accordance with the Monroe County Personnel Policies & Procedures
Manual Section 15, the County Administrator shall authorize reimbursement for rental
vehicles where it is deemed to be the most advantageous to the county. Employees and
authorized persons must waive all insurance on rental car contracts and no
reimbursement for insurance costs shall be authorized.
Lodging
Travelers are reminded that the most economical use of hotel is required when traveling
both in-state and out-of-state. Hotel receipts attached to the employee's expense report
shall be itemized and legible and showing the bill paid in full. Hotel reimbursements
cannot exceed the single occupancy rate. The single occupancy rate shall be provided
when hotel rooms are shared with family or friends or when the hotel receipt indicates
that two or more guests shared the room. When multiple authorized travelers share a
hotel room and the bill paid by one of the travelers, a scanned copy of the other travelers'
approved travel must be attached to the employee's expense report.
Advance
The Department Head may authorize an advance for travel to cover up to 80% of
anticipated and allowable costs of travel. Advance payment of travel must be requested
by submitting an expense authorization request in Monroe County's Workday system.
The advance will be routed to the employee's Department Head's for approval.
Direct Bookings
It is strongly recommended that travelers book directly with hotels and airlines. Third
party vendors, such as Expedia and Orbitz, charge a fee when refunds are requested. In
addition, it is often difficult to obtain required documentation from these vendors.
1819
Monroe County Travel Guidelines
August 1, 2022
Page 6 of 7
Incidental Allowable Expenses
Following are incidental travel expenses that may be reimbursed:
Registration Fees: Registration fees while attending a convention or conference may be
reimbursed if the registration fee serves a direct public purpose for supporting the
mission of the BOCC. A traveler may be reimbursed actual and necessary fees for
attending events that are not included in the basic registration fee if the additional fees
directly enhance BOCC's public purpose while attending a conference. Such expenses may
include, but are not limited to, banquets and other meal functions. It is the responsibility
of the traveler to substantiate that the charges were proper and necessary. No one,
whether traveling out-of-state or in-state, shall be reimbursed for any meal or lodging
included in a convention or conference registration fee.
Taxi Fares: Receipts for taxi fares on a per fare basis are needed.
Storage, Parking Fees or Tolls: Receipts for storage, parking, and tolls on a per transaction
basis are needed.
Mandatory Valet Parking: Valet parking will be reimbursed only if it is mandatory.
Communication Expenses: The voucher must include a statement that communication
expenses are business related.
Foreign Travel
As required by statute, the current rates as specified in the federal publication
"Standardized Regulations (Government Civilians, Foreign Areas)" shall be used to
advance or reimburse BOCC employees and other authorized persons for foreign travel.
Expenses For Reasonable Accommodations
Individuals traveling on official BOCC business may require a reasonable accommodation,
as required by the Federal Americans With Disabilities Act and/or Section 504 of the
Rehabilitation Act of 1973. Please contact the Clerk's Office with questions.
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Monroe County Travel Guidelines
August 1, 2022
Page 7 of 7
Examples of Expenses Not Reimbursable*
✓ Alcoholic beverages
✓ Spouse or family members' travel costs
✓ Cancellation charges (unless fullyjustified)
✓ First night reservation charge (lodging only will be reimbursed after travel when
reimbursement request is paid)
✓ Lost/stolen cash or personal property
✓ Personal items (e.g., toiletries, luggage, clothing, etc.)
✓ Traffic citations, parking tickets, and other fines
✓ Excessive mileage charges incurred for personal reasons (e.g., sightseeing, side trips,
etc.)
✓ Parking costs at assigned workplace
✓ Repairs, towing service, etc. for personal vehicle
✓ Additional charges for late checkout
✓ Taxi fares to and from restaurants (unless fullyjustified)
✓ Lodging or airfare seating upgrades
✓ Flight insurance or car rental insurance
✓ Movies in hotel room; personal entertainment
✓ Childcare costs and kennel costs
*This list is not all-inclusive
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BOARD OF COUNTY COMMISSIONERS
ounty of Monroe Mayor David Rice,District I
Mayor Pro Tem Craig Cates,District 3
Michelle Coldiron,District 2
The Florida Keys James K.Scholl,District 4
Holly Merrill Raschein,District 5
Employee Services
1100 Simonton Street
Key West, FL 33040
(305)292-4457 - Phone
305)2924564, Fax
OFFICETHE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4716.6
Date: August 14, 2022
Subject: Purchase, Travel, Pay & Personnel Action Authorization
Reference: (A) Purchasing Policies & Procedures
( ) Monroe County Personnel Policies & Procedures Manual
(C) Ordinance No. 9-2015
( ) M.C.A. Inst. 4705 Procedures for Processing Personnel Actions
Enclosure: (1) Document Approval List
(2) Voucher for Reimbursement of Travel Expenses
(3) Form 4716.6 Employee Acknowledgment Document
(4) Example Memo for Out of County Travel
Effective Date: Upon Receipt
(1) Background: In the Administration of County Government, it is necessary for certain employees to
originate, review and approve various documents in order to authorize the many actions that are
required in the conduct of the daily business of this County. It is incumbent upon all Monroe County
employees to be knowledgeable of the policies, procedures and document approval authority as
provided by the Monroe County Board of County Commissioners and the County Administrator.
(2) Purpose. The purpose of this instruction is to promulgate the policy, procedures and authority to be
adhered to by Monroe County employees with regard to originating, reviewing and approving the many
various official documents and actions that are required in the routine administration of Monroe County
Government.
(3) Cancellation: This instruction to remain continuously in effect unless specifically revised or canceled.
M.C.A. Inst.4716.6
August 14,2022
Page 2
(4) h-structions:
A. All employees are responsible for being knowledgeable of, and for adherence to, the Purchasing
Policies and Procedures (Reference (A).
B. Enclosure (1), the "Document Approval List" provides for recommendation, initiation and
approval authority for originating and approving various Monroe County personnel action,
purchasing and travel authority documents. Strict adherence to same is required by all applicable
employees.
C. All employees are reminded, as promulgated therein, that in County overnight travel will require
the approval of the Department Head. Out of County travel will require the prior approval
of the applicable Assistant County Administrator or County Administrator.
D. If travel is to any County contiguous with Monroe County or if the travel can be completed within
one work day not requiring overnight lodging, prior approval of the next highest supervisory level
can be obtained.
E. All requests for travel reimbursement shall be submitted in writing on voucher for (Enclosure 2)
which shall give date(s) of travel, purpose, all applicable receipts, and amount due the traveler.
Advanced payment for travel must be requested by subn-dtting voucher for for approval by the
applicable Assistant County Administrator or County Administrator.
F. Travel shall be the most economical and practicable method available. Authorization for a rental
car must be requested in advanced and approved by the applicable Assistant County
Administrator or County Adn-finistrator.
(5) Action•
A. Department Heads and applicable Supervisory Personnel are themselves responsible for and
insuring the employees failing under their purview are also knowledgeable of and strictly adhere
to, the policies and procedures promulgated by this Administrative Instruction and the referenced
documents.
00
CN
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M.C.A. Ins[.4716.6
August 14,2022
Page 3
B. The Human Resource Office is to issue all new employees a copy of this Instruction and Reference
(B). When so accomplished, For 4716.6 (Enclosure 3) is to be signed certi in this action
has been accompfished and the for subsequently permanently placed in the applicable employee's
Personnel File.
1� Ile,
................
oman Gastesi
County
Administrator
Distribution: List VI
Originator: DHR
Review: August 14, 2025
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M.C.A. Inst. 4716.5
Enclosure(3)
MONROE COUNTY ADMINISTRATIVE FORM 4716.E
Employee Acknowledgement
The undersigned hereby acknowledges receiving the following document, being instructed concerning the contents thereof, and fully
comprehending the responsibility of all applicable Monroe County employees for compliance with the adherence to the policies,procedures,
and regulations contained therein:
1. Monroe County Administrative Instruction 4716.6
Name:
Department:.,�, �rrrrrrrr
Position:
Date of Hire:
Employee Signature Daw
M.C.A. Inst.47 16.6
Enclosure(4)
Page 9 BOARD F CU CO _I ONE
Mayor Dav4 Rice,District I
County of Monroe Mayor Pro Tem Craig Cates,District 3
Michelle Coldiron,District 2
T+1 Tr James K.Scholl,District 4
Tiue 1 IOI1da Heys Holly Merill Rascheln,District 5
i
MEMORANDUM
EXAMPLE
To: Roman si
County Administrator
From: to
Department
Date: August 4, 2022
Re: 2022 Employee Training
This memo is to serve as a request for your permission to attend1 lye
Training t the ABC Institutein Largo, Florida. I will be leaving on the 3RD of October,
returning on the eveningof the 6TH.
I am requesting advac travel for the hotel, plane fare and a rental car. Attached for
your review is the list of hotels available and registration information. Upon your
approval, i will forward a request for advanced travel.
If approval is granted, pleasesin below.
Roman Gastesi
County fi istato
00
M
co
Ballard-Lindsey
From: Ballard-Lindsey
Sent: Monday,June 24, 2024 2:35 PM
To: Atkins-Katherine
Cc: Strickland-Richard;Wilson-Kevin
Subject: RE: Hotel: Boat Races
Kevin approves.
L° 1
Business Manager-Administration
1100 Simonton Street, Suite 2-205
Key West, FL 3300
(305)2 2-4443 (Office)
(305)393-4442 (Cell Phone)
(305)292-4544 (Fax)
Courier Stop# 1
Ballard®Lindsey monroecounty®fl® ov
www®monroecounty®fl® ov
� w
1
Monroe County, Florida
"The FloridaKeys"
'We may encounter many defeats but we mast not be defeated."—Maya Angelou
'LEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE
COUNTY RE(�ARDIN(�COUNTY BUSINESS ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON
REQUEST. YOUR EMAIL COMMUNICATION MAY BE SUBJECT TO PUBLIC DISCLOSURE.
Plearse condder the environment when
t� deci ing w1w l°eer two print tlris email,lk.
From:Atkins-Katherine<Atkins-Katherine@MonroeCounty-FL.Gov>
Sent: Monday,June 24, 2024 1:59 PM
To: Ballard-Lindsey<Ballard-Lindsey@MonroeCounty-FL.Gov>
Cc: Strickland-Richard <Strickland-Richard@MonroeCounty-FL.Gov>
Subject: Fw: Hotel: Boat Races
Good afternoon Lindsey,
I am seeking post-approval from the County Administrator for the hotel stay below.
I attended and represented the Marathon Offshore boat races and stayed overnight on Saturday, April 27, due
to the fact that I would be up in the early morning hours to set up our airport marketing and giveaway tent.
i
1830
This has gone through WorkDay and has been approved twice by Richard but apparently needs approval from
the County Administrator.
I appreciate your help.
a Wail e Atkins
Airport Marketing and Communications Manager
� Key West International Airport
Florida Keys/Marathon International Airport
I''Ilruoine 305-304-7906
l�::,iiriiir:jiU.Atl<ins-Katherine@MonroeCounty:EL.gov
19tda lix https-.//evw.com/
3491 South Roosevelt Blvd.,Key West,FL 33040
From: Strickland-Richard <Strickland-Richard@MonroeCounV-FL,Gov>
Sent:Tuesday, April 9, 2024 12:42 PM
To:Atkins-Katherine<Atkins-Katherine@MonroeCounty-FL,Gov>
Subject: Re: Hotel: Boat Races
Approved
Richard Strickland, C.M.
Executive Director of Airports
Key West International Airport
305-393-7742
Sent from myiPhone
On Apr 9, 2024, at 11:04 AM,Atkins-Katherine <Atkins- atherine monroecounty4flm ov>
wrote:
I am requesting the booking of a hotel room for the nights of April 26 and 27, checking out April
28, 2024, in Marathon for the Seven Mile Offshore Grand Prix due to the several hours of work
that go into representation at the boat races especially setup in the early in the morning hours.
2
1831
Thank you,
Kafie Atkins
Airport Marketing and Communications Manager
<Outlook- Key West International Airport
Florida Keys/Marathon International Airport
evw4gx5x.p ng>
I'linaine 305-304-7906
iiriiir:jiU.Atl<ins-Katherine@MonroeCounty-FL. ov
Welix httgs-.//eyw.com/
3491 South Roosevelt Blvd.,Key West,FL 33040
<Outtook-A picture .Dng>
<Outlook-xcoh5hid.png>
<Outlook-mh3vmorv.Dng>
3
1832
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9:00 AM 5:00 PM Registration RWO Trailer Marathon Airport
9:00 AM 5:00 PM Inspections(EZ Pass Required) RWO Trailer Marathon Airport
10:00 AM 3:00 PM Dunker Testing Q z,i,zzia uV;_Q2y,,,BYll;",z�,lrlk,;;;7..Q.7,,,,�,�rl,<�;fion�,,,lBllyd
1:00 PM 5:00 PM Fueling—Official Fuel of RWO RWO Trailer Marathon Airport
5:30 PM 8:30 PM Welcome Party Racers&Fans lhNn a.t
Physicals(Bracket Classes 4,5,6,7&Stock
7:30 AM 8:00 AM 450) .y:.iV r II Nz�llll :u805 Over ea II NWnr r ulf z�irlkiinus II...IiruniV:ed�
8:00 AM 8:45 AM Mandatory Drivers Meeting TBD(Parking Limited)
8:00 AM 5:00 PM Fueling—Official Fuel of RWO RWO Trailer Marathon Airport
8:00 AM 5:00 PM Cranes&Ramp Open Crane 1 (Public Boat Ramp)&Crane 2(Pigeon Key Tours)
9:00 AM 11:00 AM Final Registration C:IV:.y:..11::t.znllal...a U 15 Overseas II My(IParlkiing...II:::I:rr.11i �d.�
10:00 AM 12:00 PM Offshore Testing On Race Course
9:30 AM 12:00 PM Inspections(EZ Pass Required) RWO Trailer Marathon Airport
9:30 AM 4:30 PM Pigeon Key Shuttles Marathon City Park to Sunset Grill
12:00 PM 1:30 PM Open Harbour to all boat traffic
1:30 PM 2:30 PM Race 1 Bracket(4,5,7)
2:30 PM 3:30 PM Race 2 Stock 450
3:30 PM 4:30 PM Offshore Testing
6:30 PM RWO Racer Party Ovc.m a 1.1.::."..rJ.b...&G.Jr.:ll.11._I:574 Ove seas II NWnry
7:30 AM 8:00 AM Physicals(Sunday Racers) D. II N�IIII I ru805 Ovevseas II My(II"airlkiing II iiruni14
8:00 AM 8:15 AM Chapel Service
8:15 AM 8:30 AM Mandatory Drivers Meeting
8:00 AM 12:00 PM Fueling—Official Fuel of RWO RWO Trailer Marathon Airport
8:30 AM 4:00 PM Cranes&Ramp Open Crane 1 (Public Boat Ramp)&Crane 2(Pigeon Key Tours)
11:00 AM 12:00 PM Race 1 -Mod V/Super Vee/Bracket 2&3
12:00 PM 1:30 PM Open Harbour to all boat traffic
1:30 PM 2:30 PM Race 2-Super Stock
2:30 PM 4:00 PM Race 3-Super Cat
6:00 PM 7:30 PM Awards Ceremony S.r:urn�.yet..G.Ir:i.I1.11ke....(7....IK.tn.igilus Ke Ifs,,...MaIra:Varon IP11...33050.
1833
Ballard-Lindsey
From: Cuneo-Julie
Sent: Tuesday,June 3, 2025 3:13 PM
To: Hurley-Christine
Cc: Fiore-Megan; Cook-Bryan; Ballard-Lindsey
Subject: RE: Follow-Up on Outstanding Travel Charge for Katie Atkins
Attachments: F.A.C. 691-42.006.doc; New Travel Guidelines Posted on Workday;
BOCCTravelGuidelinesAug2022.pdf; 2024-Schedules-2024-Marathon-Schedule-1.pdf
Thank you for your patience in my response. I had to dig a little on this one because I could
not find the 50-mile rule in our policies and ordinance. This comes from the Florida
Administrative Code, which the Clerk's guidance references. I attached the specific code.
Last year the Clerk's Office made significant revisions to its guidance. Attached is the email I
sent out to all users June 21, 2024. 1 highlighted the items that were added to the
guidelines. This was sent out after Katie's travel occurred. However, I verified with Lynn, who
has been working with the P-Cards for the last 8 years, and this issue with travel being less
than 50 miles came up at least one other time prior to Katie's situation.
The purpose of the enhanced language in the new guidance was for clarification and
explanation on items they had been having issues with. It was not to change policy. It started
with conversations I was having with the Clerk's Office regarding the issues I was encountering
with the TDC travel reimbursements. They ended up enhancing both the TDC and BOCC
guidance at that time.
Regarding the purchase of the hotel room, there was no deposit paid at the time of
reservation. The only transaction we can see is the payment when she checked out. We
cannot verify if she made the reservation before Richard's approval on 4/9.
Section 15 of the Personnel Policies and Procedures Manual covers travel. The policy
approved 2/21/24 was the one in place at the time of her travel. It states that In County
overnight travel needs to be approved by her Department Head. Similar language is in the
Administrative Instruction as well. She obtained that from Richard prior to travel.
However, looking at the comments in the process history for this P-card transaction, the
memos were not relevant to the Clerk's denial. There are no comments from them asking for
these memos. This is taken from the transaction:
1834
, int Ba,ck 05,/1 7/202 w 5/1 /2,024 II�yon d;,ePi
While the 50-mile rule was not contained in the documentation available at that time, the
Clerk's Travel Guidance available to us at the time of her travel (attached) states "These
guidelines should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis."
Since you are working on revising the administrative instruction for travel, I would like to point
out that the FAC and Clerk's Guidance state the overnight travel being within 50 miles of the
employee's headquarters city or residence. However, it does not state where the travel ends
in calculating the mileage. The hotel could be under 50 miles, but the location of where a
person is attending a conference or working an event may be farther away and over 50
miles. For example, in the attached schedule of events there is a welcome party on Friday
night. When I check the mileage from the airport to that location, it is more than 50
miles. Also, I would suggest that the administrative instruction include a procedures for
documenting the exact location they traveled from—their residence or headquarters—
including the address. That could make a difference, too.
I hope this answers your questions and clarifies the situation better.
Thank you,
Julie E. Cuneo
Director, Purchasing and Contracts
Budget and Finance Department
1100 Simonton Street 2-213
Key West, FL 33040
305.292.4460
Stop 1
v ww.monroecoumy- ov
Board of County Commissioners
Monroe County, Florida
2
1835
"The Florida Keys"
From: Hurley-Christine<Hurley-Christine@MonroeCounty-FL.Gov>
Sent:Thursday, May 29, 2025 7:48 AM
To: Fiore-Megan <Fiore-Megan@MonroeCounty-FL.Gov>; Cook-Bryan <Cook-Bryan@MonroeCounty-FL.Gov>; Cuneo-
Julie<Cuneo-Julie@MonroeCounty-FL.Gov>; Ballard-Lindsey<Ballard-Lindsey@MonroeCounty-FL.Gov>
Subject: Fwd: Follow-Up on Outstanding Travel Charge for Katie Atkins
Megan and Julie.
Can you send me the policies that were broken with this travel issue please. Ppp?Admin instructions?
I believe you need to look at whether she purchased the hotel using the P card before or after the travel
was approved. It seems like she did it before.And then sought approval from Kevin Wilson afterwards.
Lindsay can provide you the email if you need it.
And, Lindsey did this occur before or after the Clerk guidelines on travel? Because if it occurred after the
Clerk travel guide guidelines were distributed, I'm assuming they were distributed to senior management
at least, there could also be things that were violated in those guidelines. Maybe the guidelines came
after this travel? I'm not sure.
Christine Hurley,AICP
Monroe County Administrator(Florida Keys)
1100 Simonton Street
Key West, FL 33040
305-393-3361
From: Ballard-Lindsey<Ballard®Lindsey onroeCounty-FL®Gov>
Sent: Wednesday, May 14, 2025 10:27 AM
To: Hurley-Christine <Eu riel-Ch ristinef MonroeCounty-FL®Gov>; Gonzalez-Lynn <Gonzalez-
Lynn onroeCounty-FL®Gov>; Boan-Tina <Boan®Tina onroeCounty-FL®Gov>; Strickland-Richard
<Strickland®Richard @MonroeCounty-FL®Gov>; Mercado-Pedro < ercao®Pedro MonroeCounty-FL®Gov>;
Wilson-Kevin < ilson®Kevin onroeCounty-FL®Gov>; Cuneo-Julie <Cuneo®Julie onroeCounty-FL®Gov>;
Martinez-Debra < artinez®Debra onroeCounty-FL®Gov>; Leto-Beth <Leto®Beth onroeCounty-FL®Gov>
Subject: RE: Follow-Up on Outstanding Travel Charge for Katie Atkins
That is correct.You wouldn't submit until after the travel has happened.
The only time you would submit prior to the travel would be if you wanted to create a spend authorization where you
are asking for a cash advance on the travel. Which I do not believe she did.
L° 1
A de to 0lhrLstLv e I tv.rLeU, C-ouvttU MvKLvastrntor
3
1836
R&Lmss m2vLpoer-Aan&LvUstratLov4
1100 :, vntovvtov�,Street, SR to 2-2,05
KIT West, FL SS040
T*ov"e)
(S05)292-+5-+4 (Fax)
CoRrLer Ito°
�.�[Larc�-LLvI„�se� vu.ov�,roe�o�cv�t - ov
onroecovvutw--R oy
Monroe County, Florida
"The FloridaKeys"
'We may encounter many defeats but we mast not be defeated."—Maya Angelou
PLEASE NOTE: FLORIDA HAS A VERY 13ROAD RECORDS LAW. MOSTWRITTEN COMM,NIC,4TIONS TO OR FROM THE
COUNTY RE(�ARDIN(�COUNTY BUSINESS ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON
REQUEST. YOUR EMAIL COMMUNICATION MAYBE SUBJECT TO PUBLIC DISCLOSURE.
Please w:o odder the environment when
decadar9 whether two print tlrisemail,
lk.
From: Hurley-Christine<Hurley-Christine MonroeCounty-FL.Gov>
Sent:Wednesday, May 14, 2025 10:22 AM
To: Ballard-Lindsey<Ballard-Lindsey MonroeCounty-FL.Gov>; Gonzalez-Lynn <Gonzalez-Lynn MonroeCounty-
FL.Gov>; Boan-Tina <Boan-TinaMonroeCounty-FL.Gov>; Strickland-Richard <Strickland-Richard Mon roeCounty-
FL.Gov>; Mercado-Pedro <Mercado-Pedro Mon roeCounty-FL,Gov>;Wilson-Kevin < ilson-KevinMonroeCounty-
FL.Gov>; Cuneo-Julie <Cuneo-JulieMonroeCounty-FL.Gov>; Martinez-Debra <Martinez-DebraMonroeCounty-
FL.Gov>; Leto-Beth <Leto-BethMonroeCounty-FL,Gov>
Cc: Ballard-Lindsey<Ballard-LindseyMonroeCounty-FL.Gov>
Subject: Re: Follow-Up on Outstanding Travel Charge for Katie Atkins
So at the time there was no workday travel approval in advance?
Christine Hurley,AICP
Monroe County Administrator(Florida Keys)
1100 Simonton Street
Key West, FL 33040
305-393-3361
From: Ballard-Lindsey<Ballard-LindseyMonroeCounty-FL.Gov>
Sent:Wednesday, May 14, 2025 10:15:34 AM
4
1837
To: Hurley-Christine<Burley-Christine@MonroeCounty-FL.Gov>; Gonzalez-Lynn <Gonzalezlynn@MonroeCounty-
FL.Gov>; Boan-Tina <Roan-l-ina@MonroeCounty-FL.Gov>; Strickland-Richard <Strickla nd-Richa rd@ Mon roeCou nty-
FL.Gov>; Mercado-Pedro <Mercado-Pedro @Mon roeCou nty-F L.Gov>;Wilson-Kevin <Wilson-Kevin@MonroeCounty
FL.Gov>; Cuneo-Julie <Cuneo-Julie2yonroeCount_y-FL.Gov>; Martinez-Debra <Martinez-Debra@MonroeCounty-
FL.Gov>; Leto-Beth <Leto-Beth@MonroeCounty-FLG >
Cc: Ballard-Lindsey<Ballard-Lindsey@MonroeCounty-FL.Gov>
Subject: RE: Follow-Up on Outstanding Travel Charge for Katie Atkins
Yes ma'am, please see the attached.
I didn't attach it when I responded the first time, it was attached in the email you sent to everyone earlier,wasn't sure if
you needed it. My apologies.
Lau4e,y Ballcwcl,
AWe to 0hrLstLve l tvAeU, C-ouvttU MvKLvastrntor
T,u&Lo,ess Mannoer-Aoln&nv strat(on
:L100 ,SLvK,o vuto o,Street, SuLte 2-205
K,eu West, FL SS040
(,S05)292--+443 (office)
(C'eLL
(Fax)
C,o"r(er Stop#-I
WWW-Vv-Qn0Cr22Z-v1W-R-QQV
Monroe County, Florida
"The Florida Keys"
'We may encounter many defeats, but we must not be defeated."—Maya Angelou
PLEASE NOTE: FLORIDA HAS VERY BROAD RECORDS LAW. MOS7WRI-rTEN COMMUNICA-FIONS -rOORFROM THE
COUNTY REC�ARDINC� COUNTY BUSINESS ARE PUBLIC RECORDS AVAILABLE-rO THE PUBLIC AND MEDIA UPON
REQUES7. YOUR EMAIL COMMUNICATION MAYBE SUBJ-EC7-rO PUBLIC DISCLOSURE.
Please condder the environment'vwfien
" deciclingw1wfl"ier two print t1fls email,
lk�
From: Hurley-Christine<Lurie -Christine MonroeCounty-FL.Gov>
Sent:Wednesday, May 14, 2025 10:09 AM
To: Ballard-Lindsey<Ballard-Lindsey MonroeCoupty-FL.Gov>; Gonzalez-Lynn <Gonzalez-_Lynn_@_MonroeCounty
FL.Gov>; Boan-Tina <Boan-Tina_@_MonroeCounty-FL. >; Strickland-Richard <Strickla nd-Richa rd@ Mon roeCou nty-
FL.Gov>; Mercado-Pedro <Mercado-Pedro @Mon roeCou nty-F L.Gov>;Wilson-Kevin <Wilson-Kevin@MonroeCounty-
FL.Gov>; Cuneo-Julie <Cu neo-J u lie@ MonroeCou_nty-FL.Gov>; Martinez-Debra <Martinez-Debra@MonroeCounty-
FL.Gov>; Leto-Beth <Leto-Beth@MonroeCounty-FLG >
Cc: Ballard-Lindsey<Ballard-Lindsey@MonroeCounty-FL.Gov>
Subject: Re: Follow-Up on Outstanding Travel Charge for Katie Atkins
5
1838
C>o you have the email where it was approved then?
Christine Hurley,A|CP
Monroe County Administrator(Florida Keys)
11OO Simonton Street
Key West, FL33O4O
305-383-3361
Fnomm: BaUard'Lindoey
Sent:Wednesday, May 14, 202S10:04:43AM
To: Hurley-Christine Gonzalez-Lynn
Fl.Gov>; Boan'Tina ; Strickland-Richard
Fl.Gov>; Mercado-Pedro >;Wilson-Kevin <
FLGgov>; Cuneo-Julie < >; Martinez-Debra
FLGgov>; Leto'Beth < >
Cc: Ballard-Lindsey< >
Subject: RE: Follow-Up on Outstanding Travel Charge for Katie Atkins
No travel memo was submitted. In the past, staff would email Roman or Kevin (with a CC to me)for approval and I
would get with them separately and ifitwas approved, | would respond with the approval.They would use that email as
back-up to the workday request for that specific travel.
Attached is the policy that was in effect when Katie submitted her travel request. I remember speaking with Kevin
regarding this because of the policy stating that she was within the 50 miles, but due to the early morning hours for set-
up, Kevin approved the request.
Lau4e,y Ballcwcl~
A�de to 0�hrLstLveHurLeN, (�m��� ��m�����r
� �
T,u&Lwess MamQo8r-Aaw&�m�strAt�ow
:L100 ,SLmK,o vutomStreet, SuLte 2-205
K,eu West, FLSSO40
(,S05)292--+443 (c)ffice)
(SoMsqs-4442 (CeiiT*0ne)
(,S05)292-^F544 (Fax)
C,our�er Stop#-I
Monroe County, Florida
"The Florida Keys"
'We may encounter many defeats, but we must not be defeated."—Maya Angelou
0
1839
PLEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE
COUNTY RE(�ARDIN(�COUNTY BUSINESS ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON
REQUEST. YOUR EMAIL COMMUNICATION MAYBE SUtBJECT TO PUBLIC DISCLOSURE.
4 Please condder flee nvironment'vw°i en
decadar g w1wfl"eer two print tlris email,
lk.
From: Hurley-Christine<Hurley-Christine MonroeCounty-FL.Gov>
Sent:Wednesday, May 14, 2025 9:40 AM
To: Gonzalez-Lynn <Gonzalez-Lynn MonroeCounty-FL.Gov>; Boan-Tina <Boan-Tina MonroeCounty-FL.Gov>;
Strickland-Richard <Strickland-Richard@ Mon roeCounty-FL.Gov>; Mercado-Pedro<Mercado-Pedro MonroeCounty-
FL.Gov>;Wilson-Kevin < ilson-Kevin MonroeCounty-FL,Gov>; Ballard-Lindsey<Ballard-Lindsey MonroeCounty-
FL.Gov>; Cuneo-Julie <Cu neo-J u lie@ MonroeCounty-FL.Gov>; Martinez-Debra <Martinez-Debra MonroeCounty-
FL.Gov>; Leto-Beth <Leto-Beth MonroeCounty-FL.Gov>
Subject: FW: Follow-Up on Outstanding Travel Charge for Katie Atkins
Importance: High
Kevin and Lindsey:Within these attachments it says Kevin Wilson approved Katie's travel for this hotel stay. Can
you please provide me with the approved travel memo or form Kevin signs.
Pedro: It appears you have also been involved. Did you write a legal justification for this to try to get it
approved.
Are there any additional documents related to this anyone can provide?
Lindsey: Please send me the travel policy that was in affect at the time of this travel. I've attached the current one;
but need to make sure I have the correct version at the time of this travel. Also: Send me the workday travel
request from when this is approved.
CHAP'TER '13: P(JRCHASING CARD POLICY
The Monroe County Purchasing Card Policy & Procedures establishes detailed
policies which control the use of Purchase Cards. The Purchasing Card Policy
be followed and is ,attached hereto as ATTACHMENT C There shall be abs,olu
I've attached the policy.The policy reads:
6 State travel guidelines prohibit reimbursement f per them or
overnight travel within 50 miles of this reel y+ + ' head"quarters city.
unless there is documented: Id n of uniillu ual and extenu:atinig1
accompanying the employee's travel request along with pre- ll l 1
Did Kevin indicate there were extenuating circumstances accompanying the employee's travel request along with
Pre-approval by the County Administrator.
1840
Thankyou'
Christine Hurley,A|CP
Monroe County(Florida Keys)Administrator
11OO Simonton Street
Key West, Florida, 33O4O
Fnomm: Gonza|ez'Lynn
Sent:Tuesday, May 13, 202S12:26PM
To: Hurley-Christine Boan'Tina
Strickland-Richard Mercado-Pedro
Fl=Gov>
Cc: Cuneo-Ju|ie< >; Martinez'Debra >
Subject: Follow-Up on Outstanding Travel Charge for Katie Atkins
Good afternoon,
During our monthly meeting with the Clerk's Office, we discussed the outstanding $5Z9.00 charge related to
Katie Atkins, which has remained in draft status since May7, 2024. This charge pertains to two overnight stays
for her representation at the Seven Mile Offshore Grand Prix boat races.
hlclmroe Cmun0y Bmandof�oun�'
Although the appropriate documentation was submitted, the Clerk's Office denied the charge based on the
policy that travel to/from Marathon does not meet the 50-mile minimum required to authorize overnight
accommodations.
Attached is the correspondence regarding this charge, including the most recent update indicating that
Richard was working with Pedro from Legal. As the issue remains unresolved, late fees have begun to accrue.
We would appreciate any assistance in moving this matter forward and resolving the outstanding balance.
Please let rne know if any additional information ianeeded.
Thank you,
Administrator, Business Services
Monroe County BOCC/OMB
1100 Simonton Street Suite2'213
Key West, FL33040
Office: 306'292'4467
8
1841
Board of County Commissioners
Monroe County, Florida
"The Florida Keys"
PLEASE NOTE: FLORIDA HASA VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE COUNTY REGARDING COUNTY
BUSINESS ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR EMAIL COMMUNICATION MAYBE SUBJECTTO PUBLIC
DISCLOSURE.
Pleme con sder the e b"1vironment when
deciding wI eih r to print t6fn.s emad,
9
1842
-L-t.
c,,I couRr,
e°A Kevin Madok, CPA
�o ........ � Clerk of the Circuit Court& Comptroller— Monroe County, Florida
�Ro.co.NSy
Monroe County BOCC
TRAVEL GUIDELINES
Prepared By: Monroe County Clerk of Circuit Court & Comptroller Office
Last Update: June 13, 2024
Questions: Aneta Donnelly, Accounts Payable Supervisor
Phone - 305.292.3417
Email -. .. ..o ii.i n.. ......° .. ..!!:: ..r!! ..!r q. .:::::. ..�. .!r. ..w. .q..!!::L..
Overview
The information in this brochure summarizes the travel guidelines for the officers,
employees and other authorized persons traveling on behalf of the Monroe County Board
of County Commissioners (BOCC).
These guidelines are based on applicable state statutes (s. 112.061, F.S. and F.A.C. rule
691-42), Monroe County ordinances (Ch. 2, Art. III, Div. 3), and Section 15 of the Monroe
County Personnel Policies & Procedures Manual which states travel shall be the most
economical and practicable method available.
These guidelines should not be considered all-inclusive. The Clerk's Finance Department
reserves the right to review reimbursement requests on an individual basis.
When planning travel, BOCC employees are expected to adhere to the following
requirements:
• In-county overnight travel requires approval of the Department Head. This
approval must accompany the employee's request for travel reimbursement.
• Out-of-county travel requires rp for approval of the Assistant County Administrator
or County Administrator. If travel is to any county contiguous to Monroe County
or if the travel can be completed within one workday and does not require
overnight lodging, rp for approval of the next-highest supervisory level can be
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obtained. The approval must accompany the employee's request for travel
reimbursement.
• State travel guidelines prohibit reimbursement of per diem or lodging for
overnight travel within 50 miles of the employee's headquarters city or residence
unless there is documented evidence of unusual and extenuating circumstances
accompanying the employee's travel request along with pre-approval by the
County Administrator.
To receive reimbursement, a BOCC employee must log into Workday and complete an on-
line expense report. The employee will be required to submit copies of original receipts
along with providing a detailed justification for all travel expenditures. Reimbursement
requests must represent actual, reasonable, and necessary expenses.
The Monroe County Clerk's Office gives employees' travel reimbursements top priority
for processing to ensure that travelers are reimbursed as quickly as possible. To that end,
reimbursement requests that are fully completed and adhere to the following rules will
assist in expediting the travel reimbursement request:
• Include in the Memo of the expense report detail on the business purpose of the travel.
Detail that is helpful to provide includes identifying the traveler's headquarters, city of
residence, point of origin, point of destination, and the business purpose of the travel
(e.g., name of the conference, convention, meeting, dates of travel, etc.).
• Enter the date(s) on which travel was performed. Travel period must match the dates
on all receipts attached to the expense report. Daily travel dates must be entered and
corresponding expenses for the date should be listed accordingly.
• Attach clear and readable scans of all original receipts to the on-line expense report.
Dates and names on the receipts must match the dates of travel and the traveler's
name. Attach scanned copies of cancelled checks or proof of credit card ownership as
proof of payment by traveler.
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• Ensure that the hour of departure and return include a.m. or p.m. A traveler taking
personal leave at the end of a trip must estimate their return time back to the traveler's
official headquarters or residence.
• An expense report that is entered into Workday must be entered by the employee and
it will then be routed to the employee's supervisor. If the supervisor does not have
signing authority, the system will automatically route it to the designated personnel
with signing authority for his/her approval. An employee reimbursement request that
has travel that is 90 days or older, will automatically be routed for the County
Administrator's approval.
A non-employee/contractor requesting reimbursement must complete either a standard
State of Florida travel voucher or an acceptable expense document containing dates,
times, points of origins/destinations, detailed justification for the travel, all original travel
receipts along with an affirmation declaring the claim is true and correct in every material
matter and adhere to these travel guidelines. This reimbursement request will be
processed by the Clerk of Circuit Court's Accounts Payable staff.
Meal Reimbursement
All travelers shall be allowed for subsistence when traveling to a convention or conference
or when traveling within or outside the state to conduct bona fide BOCC business.
Receipts for meal claims are not required. However, meals need to be itemized on the
expense request.
All travelers are allowed the following amounts while on official BOCC business:
• Breakfast: $15 if travel begins before 6 a.m. and extends beyond 8 a.m.
• Lunch: $20 if travel begins before 12 p.m. and extends beyond 2 p.m.
• Supper: $40 if travel begins before 6 p.m. and extends beyond 8 p.m.
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No one, whether traveling out-of-state or in-state, shall be reimbursed for any meal or
lodging included in a convention or conference registration fee. A copy of the conference
agenda must be scanned and attached to the expense report.
Class A Travel is continuous travel of 24 hours or more away from the traveler's official
headquarters. In accordance with Section 2-109, Monroe County Code, the travel day for
Class A travel is a calendar day (midnight to midnight).
Class B Travel is continuous travel of less than 24 hours that involves an overnight
absence from the traveler's official headquarters. The travel day for Class B travel begins
at the same time as the travel period.
Class C Travel is a short or day trip in which the traveler is away from his/her official
headquarters but is not staying overnight. Meals reimbursed for an employee while on
Class C travel are considered fringe benefits by the Internal Revenue Service (IRS). IRS
regulations require FICA and federal income taxes be withheld on these meals.As a result,
Class C meals are paid on an employee's payroll check. Employees should request
reimbursement of Class C meals on their Workday expense report. The Clerk's Office will
audit the reimbursement request and the system will then forward any Class C meals to
payroll for further processing. A traveler is not entitled to a per diem for Class C travel.
Per Diem. All travelers are allowed for subsistence when traveling to a convention or
conference or when traveling within or outside of the state to conduct county-related
business. The traveler is entitled to either:
(1) $125 per diem for a full day of travel; or
(2) If actual expenses exceed $125, reimbursement for actual expenses if those
expenses exceed $125 and they are deemed necessary and reasonable for lodging
for a single occupancy rate substantiated by paid receipts plus reimbursement with
for meals within the BOCC's meal allowances.
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Per diems are paid by the quarter of the day. The traveler will receive $31.25 per quarter
for any quarter of the day spent in travel status: Midnight to 6 a.m.; 6:01 a.m. to Noon;
12:01 p.m. to 6 p.m.; and 6:01 p.m. to 11:59 p.m.
State travel guidelines prohibit reimbursement of per diem for overnight travel within
50 miles of the employee's headquarters city or residence unless there is documented
evidence of unusual and extenuating circumstances accompanying the employee's travel
request along with pre-approval by the County Administrator.
Transportation
All travel must be by a usually traveled route. In case a traveler travels by an indirect route
for his/her own convenience, any extra costs shall be borne by the traveler and
reimbursement of expenses shall be based only on such charges as would have been
incurred by a usually traveled route.
Transportation by common carrier when traveling on BOCC business and paid for
personally by the traveler, must be substantiated by a receipt. Federal tax shall not be
reimbursable to the traveler unless the State and other public agencies are required by
law to pay such a tax.
Mileage Reimbursement. Travelers who use their privately-owned vehicle for official
BOCC travel shall be reimbursed $0.67 per mile. Reimbursement for expenditures related
to the operation, maintenance, and ownership of a vehicle shall not be reimbursed when
privately-owned vehicles are used for official BOCC business. If an employee is assigned a
county vehicle, the employee must provide an explanation as to why they used their
personal vehicle in lieu of the county-assigned vehicle for their business-related travel.
All mileage shall be shown from point of origin (headquarters or residence, whichever is
closer) to destination (headquarters or residence, whichever is closer). Travelers may use
the Florida Department of Transportation's published mileage charts or Google Maps to
compute mileage from address to address.
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Vicinity mileage necessary for the conduct of BOCC business is allowable but must be
shown as a separate item on the travel voucher form.
Airfare Reimbursement. For reimbursement of airfare, the traveler must provide
electronic copies of boarding passes and flight itinerary (e.g., e-ticket receipt, travel
agent's receipt, itinerary provided by airline, baggage receipt, etc.).
To ensure travel is the most economical and practical, travelers are expected to book the
lowest logical airfare and to consider the following (but not limited to) alternatives in
making the decision:
• Alternate airports
• Advance purchase fares
• Additional night stay-over
• Connecting and one-stop flights
• Non-preferred carriers
All airline tickets should be purchased as non-refundable coach/economy class.
All charges incurred for airline baggage fees may be submitted for reimbursement but a
receipt must be provided.
Costs for lost or delayed luggage will not be reimbursed. If a traveler's luggage is lost or
delayed, the airline's procedure to obtain reimbursement should be followed.
Rental Vehicles. In accordance with the Monroe County Personnel Policies & Procedures
Manual Section 15, the County Administrator shall authorize reimbursement for rental
vehicles where it is deemed to be the most advantageous to the county. Employees and
authorized persons must waive all insurance on rental car contracts and no
reimbursement for insurance costs shall be authorized.
Lodging
Travelers are reminded that the most economical use of hotel is required when traveling
both in-state and out-of-state. Hotel receipts attached to the employee's expense report
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shall be itemized and legible and showing the bill paid in full (must be a zero-balance
receipt/folio). Hotel reimbursements cannot exceed the single occupancy rate.The single
occupancy rate shall be provided when hotel rooms are shared with family or friends or
when the hotel receipt indicates that two or more guests shared the room. When multiple
authorized travelers share a hotel room and the bill paid by one of the travelers, a scanned
copy of the other travelers' approved travel must be attached to the employee's expense
report.
State travel guidelines prohibit reimbursement of lodging for overnight travel within 50
miles of the employee's headquarters city or residence unless there is documented
evidence of unusual and extenuating circumstances accompanying the employee's travel
request along with pre-approval by the County Administrator.
Advance
The Department Head may authorize for an employee an advance for travel to cover up
to 80% of anticipated and allowable costs of travel. Advance payment of travel must be
requested by submitting an expense authorization request in Monroe County's Workday
system. The advance will be routed to the employee's Department Head's for approval.
Direct Bookings
It is strongly recommended that travelers book directly with hotels and airlines. Third
party vendors, such as Expedia and Orbitz, charge a fee when refunds are requested. In
addition, it is often difficult to obtain required documentation from these vendors.
Incidental Allowable Expenses
Following are incidental travel expenses that may be reimbursed:
Registration Fees: Registration fees while attending a convention or conference may be
reimbursed if the registration fee serves a direct public purpose for supporting the
mission of the BOCC. A traveler may be reimbursed actual and necessary fees for
attending events that are not included in the basic registration fee if the additional fees
directly enhance BOCC's public purpose while attending a conference. Such expenses may
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include, but are not limited to, banquets and other meal functions. It is the responsibility
of the traveler to substantiate that the charges were proper and necessary. No one,
whether traveling out-of-state or in-state, shall be reimbursed for any meal or lodging
included in a convention or conference registration fee.
Fares for Ground Transportation (i.e., taxis, Uber, Lyft, subway, train, bus, etc.):
Travelers are expected to make the best economical and practical decision when securing
ground transportation by considering the most cost effective, safe, and efficient means
for ground transportation available for the situation.
Receipts for ground transportation are needed for reimbursement. Tips for ground
transportation that do not exceed 15 percent are reimbursable.
Storage, Parking Fees or Tolls: Receipts for storage, parking, and tolls on a per transaction
basis are needed.
Mandatory Valet Parking: Valet parking will be reimbursed only if it is mandatory.
Communication Expenses: The voucher must include a statement that communication
expenses are business related.
Foreign Travel
As required by statute, the current rates as specified in the federal publication
"Standardized Regulations (Government Civilians, Foreign Areas)" shall be used to
advance or reimburse BOCC employees and other authorized persons for foreign travel.
Expenses For Reasonable Accommodations
Individuals traveling on official BOCC business may require a reasonable accommodation,
as required by the Federal Americans With Disabilities Act and/or Section 504 of the
Rehabilitation Act of 1973. Please contact the Clerk's Office with questions.
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Examples of Expenses Not Reimbursable*
✓ Alcoholic beverages
✓ Spouse or family members' travel costs
✓ Cancellation charges (unless fullyjustified)
✓ First night reservation charge (lodging only will be reimbursed after travel when
reimbursement request is paid)
✓ Lost/stolen cash or personal property
✓ Personal items (e.g., toiletries, luggage, clothing, etc.)
✓ Traffic citations, parking tickets, and other fines
✓ Excessive mileage charges incurred for personal reasons (e.g., sightseeing, side trips,
etc.)
✓ Parking costs at assigned workplace
✓ Normal commuting costs
✓ Repairs, towing service, etc. for personal vehicle
✓ Additional charges for late checkout
✓ Taxi or other ground transportation fares to and from restaurants (unless fully
justified)
✓ Lodging or airfare seating upgrades
✓ Any expenses resulting from obtaining airline miles for personal use
✓ Flight insurance or car rental insurance
✓ Car washes
✓ Housekeeping tips
✓ Movies in hotel room; personal entertainment
✓ Childcare costs and kennel costs
*This list is not all-inclusive
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