Miami-Dade County Employee Travel Policy
It is critical that all individuals traveling on official County business understand the request process and compliance requirements.
The intent of the County’s travel policies and procedures is to ensure that all individuals traveling on official County business comply with the requirements established by the Board of County Commissioners and by the Administration.
Department Directors will be held accountable for upholding the County's travel policies and procedures.
County Travel Procedures
- Procedure No. 820: Request/Reimbursement to Travel
- Procedure No. 821: Travel by Non-County Personnel
- Procedure No. 824: County Travel to Elevated Risk Countries
If you have questions about the County’s Travel Policy and Procedures Manual, contact your appointed departmental travel liaison. If the departmental travel liaison is not available and you require immediate assistance, contact Anita Gibboney, Travel Coordinator in the Office of Management and Budget, at 305-375-5143.
The Department Travel Liaison is assigned to assist and prepare all travel-related documents within a department or division. When arranging travel, it is required to find the most economic fares available, and an online search is necessary to procure travel arrangements. We recommend users shop and compare fares on several websites or a search engine to ensure they are making informed decisions, and provide a variety of choices of airlines, car rentals and hotel accommodations.
Per Diem Rates - Lodging and Meal Reimbursement
Rates are set by fiscal year, effective October 1 each year. All lodging (both domestic and foreign) and meal reimbursement rates will correspond directly to the published rates provided by the U.S. General Services Administration; and, for foreign rates, the U.S. State Department. The rates provided for lodging are detailed by month and exclude taxes. As required by the County's Administrative Order 6-1, in order to control the cost of lodging expenses, maximum allowable hotel rates must be applied to all official County travel.
Current lodging and meal reimbursement rates:
- Domestic allowable rates - U.S. General Services Administration
- Foreign allowable rates - U.S. Department of State
Mileage Reimbursement Rate
The County uses the current mileage reimbursement rate set by the U.S. General Services Administration. A travel request form is needed for mileage reimbursement travel outside the immediate vicinity of Miami-Dade County.
For travel outside the individual’s standard daily routine, a travel request form is not needed. The employee should complete the mileage reimbursement form provided by the Finance Department. For more information, read Procedure No. 823.
Travel "T" Numbers
Each fiscal year, the Office of Management and Budget, assigns a series of Travel Numbers ("T" Numbers) to each department for their use as official control when procuring travel arrangements. "T" Numbers are to be assigned by each departmental travel liaison after the Department Director or authorized designee has approved the requested travel. Each travel liaison must develop a tracking method for their departmental "T" Numbers to ensure that numbers are not duplicated, even if travel is denied or cancelled.
Travel Purchasing Card (P-Card)
The travel purchase card, also known as the P-card (internal County employee use only) or as the travel credit card, is available only to authorized departmental travel liaisons. All authorized departmental travel liaisons requiring a travel P-card must fill out the cardholder agreement and set-up form.
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