ADMINISTRATIVE MEMORANDUM
COUNTY OF SAN MATEO
SUBJECT: Expense Reimbursement Policy
NUMBER: A-5
RESPONSIBLE DEPARTMENT: Controller’s Office
DATE: February 27, 1991
Effective Monday, March 11, 1991, travel expenses incurred by San Mateo County employees should be submitted and will be reimbursed on a monthly basis (once per month).
The following outline is intended to clarify this new policy
- Employee expense reimbursement forms and all required documentation should be submitted by the department to the Controller’s Office by 12:00 noon three working days after each pay period. This will normally allow employees to submit expense reimbursement forms with their timesheets
- Only one expense reimbursement form per employee should be submitted to the Controller’s Office for payment during a one-month period. If more than one expense reimbursement form is received from anemployee during the one-month period, the form will be returned to the employee’s department by the Controller’s Office
- Expense reimbursements will be made by the Controller’s Office for employee expenses incurred within the previous 90-day period. Any expenses submitted more than 90 days after the expense was incurred will not be reimbursed without sign-off by the department head, approving the late submission
- Payment of employee expense reimbursements will be made within one week of the most current cut-off date following receipt in the Controller’s Office
The purpose of this new policy is to make the expense reimbursement process as efficient as possible. Limiting submissions to once a month reduces staff processing time in the departments and the Controller’s Office. Processing expenses in a timely manner improves budgetary control and simplifies processing.