County Watchdog “Barks” During “Public Comment” Period

By Bud Angst
(For the March 13, 2008, Call, Schuylkill Haven, PA, & the West Schuylkill Press-Herald)

Citing the submission of requests from county officials and staff for reimbursement for travel-related expenses, Controller Melinda Kantner last Wednesday issued a reminder that Schuylkill County has an official travel expense reimbursement policy that was properly approved by recorded vote of the county commissioners approximately three years ago. Furthermore, Kantner indicated, a copy of the policy is supposed to be on file in the same office now requesting a copy.

Having been ruled out of order for speaking during the regular course of business at a previous commissioners work session, Kantner made her statement during the “Public Comment” portion of last week’s meeting. Her comments, she said, were triggered by a request from the County Administrator for a copy of the County’s policy regarding acceptable receipts to justify reimbursement of requests for travel expenses by county employees.

The policy, Kantner pointed out, was written by former County Administrator William Reppy and was formally adopted in December of 2005 by the previous board consisting of Frank Staudenmeier, Robert S. Carl, Jr. and Mantura Gallagher. Standenmeier and Gallagher were re-elected to the Board last November, while Carl was defeated and replaced by former Sheriff Frank McAndrew.

Referring to the official copy of the policy, Kantner said, “The original signed document is maintained in the County Administrator’s Office, and I have been asked to provide a copy of it to Commissioner Gallagher, the county solicitor, and the county administrator.”

Among other stipulations, the policy requires the submission of original receipts (not foto-copies), sets maximum allowable reimbursements for meals, and disallows reimbursement for the cost of alcoholic beverages. It also requires that expenses be justified by providing original bills for the services, not foto copies or copies of credit card bills.

Kantner also said her office, over the past several weeks, has been presented with requests for reimbursements that did not include the original bill issued by the provider or did not provide detail on the items consumed. Such requests were returned to the department from which they were issued.

“The reason the original bill is required in the original policy,” Kantner said, “is to prevent the possibility of double-dipping.”

“Without the original bill”, she explained, “some people could look for reimbursement from the County and, if they have saved the original receipt, they could turn around and submit that on their income tax form as work-related expenses. There’s a potential there for reimbursement from two sources. So, if the County is picking up the tab, we want the original receipt. And that’s what the County requires in the policy it passed in 2005.”

Kantner noted that an itemized bill is required because the County does not reimburse for alcoholic beverages.

“Without the itemized receipt, we can’t tell specifically what was purchased,” she said.

Credit card bills are not acceptable because they do not provide itemization of the listed total expense.

The County’s maximum reimbursements are $10 for breakfast; $15 for lunch; and $25 per person for dinner.

Kantner declined to identify the names of persons whose reimbursement demands have been rejected since she took office in January.

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This entry was posted on Thursday, March 13th, 2008 at 1:48 pm and is filed under News.