County Commission approves new per diem policy

The Covington County Commission approved a modified travel and per diem policy for county employees and officials by a 3-1 vote during a meeting on Tuesday, August 27.

Dist. 1 Commissioner Kenneth Northey, Dist. 2 Commissioner Michael Smith, and Dist. 4 Commissioner Tommy McGaha each voted “Yes” and Dist. 3 Commissioner Lynne Holmes voted “No.”

“This per diem policy presents as a complicated matter but is actually straightforward. We have taken input from employees, department heads, and all the commissioners,” Commission Chairman Greg White said.

According to the United States General Services Administration, the current daily lodging rate for Covington County is $107 excluding taxes. The standard rate for meals and incidental expenses (M&IE) is currently at $59 with $13 allotted to breakfast, $15 to lunch, and $26 to dinner with $5 for incidentals.

Beginning Oct. 1 and ending Sept. 30, 2025, the lodging rate will increase to $110. M&IE expenses will become $68 with $16 for breakfast, $19 for lunch, and $28 for dinner. The $5 incidental rate will remain the same.

“I kept getting feedback about making this policy simple. When you move into a per diem versus turning in receipts for actual costs, you hit a couple of formulas. I tried to do a short answer in hopes it would be easy to post for everyone to understand,” County Attorney Morgan Arrington said.

A county employee or official is entitled to M&IE per diem when the traveler is away from base six hours or more. Base is considered to be the traveler’s customary location for reporting for duty. Employees must document the hour of departure from and the hour of return to base on a provided travel expense form. No M&IE allowance will be paid for a trip of less than six hours.

For travel not requiring an overnight stay, a 25 percent of the current M&IE rate will be reimbursed for a trip of six to 10 hours in duration. That number increases to 50 percent for more than 10 hours but less than overnight. An overnight stay for one day will grant the traveler 75 percent per diem, while all other days are paid in full.

M&IE will not be paid for personal time or if the traveler remains in the city where his or her base is located.

Travelers will be reimbursed for use of their personal vehicle while on official county business, including travel between buildings for job duties, travel to the bank or post office, and as otherwise preapproved by their department head. The rate of reimbursement will be the same as established by the Internal Revenue Service for mileage at the time that the travel occurred. Whenever possible, use of county-owned vehicles is preferred.

Employees will only be reimbursed for personal vehicle mileage if they are traveling inside the county. No meals, lodging, or other such travel-related costs within the boundaries of Covington County.

Employees will select their mode of transportation, preferably the least costly to the county, and obtain approval from their department head. Where commercial air transportation is necessary, copies of tickets and/or boarding passes along with confirmation of the purchase should be retained. Pre-approved commercial air expenses will be reimbursed at the actual rate incurred.

If a county vehicle is used in travel, gasoline tickets paid personally by the traveler should be provided. Necessary gasoline purchases for county vehicles will be reimbursed at the actual rate incurred.

Employees must have their department head approve all out-of-county travel. Lodging and transportation is reserved through the county administrator’s office with supporting documentation and a department head’s written approval. Any out-of-state travel, except prisoner transport, must be approved by the Covington County Commission prior to reimbursement.

Lodging will only be reimbursed if it is outside the boundaries of Covington County. Reimbursements will be made at the actual rate incurred at the federal per diem rate. Movies or other discretionary services on a lodging bill will not be reimbursed unless the employee clearly documents how it was a benefit and subsequently approved by the department head.

Employees should submit a travel and reimbursement claim form to the county administration’s office as soon as possible after travel concludes. The form must be signed by the employee and respective department head.

For additional information from the August 27 meeting, click here .

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