Travel Audit of Salt Lake County Aging and Adult Services

JANUARY 28, 2025

Report Highlights

Vehicle Mileage Reimbursement Process Did Not Consistently Comply with Countywide Policy 1019

We identified two out of 14 (14%) travel occurrences where employees drove private vehicles to a conference in St. George, Utah but cash in lieu of airfare was not obtained from the State Travel Office (STO) while booking travel. Salt Lake County Countywide Policy 1019: Authorization and Payment of Travel Related Expenses states, "When an employee is approved to use their private vehicle instead of traveling by airplane, either in state or otherwise, the Agency Travel Coordinator will calculate mileage from the County place of employment to the destination, and then contact the State Travel Office to obtain the amount of "cash in-lieu-of-airfare" to include on the Request for Travel Allowance form (…)"

Airfare Booking Process Did Not Consistently Comply with Countywide Policy 1019

For two out of five (40%) air travel occurrences there was no Airline Ticket Arrangement Form submitted to the State Travel Office (STO) to obtain airfare quotes. Instead, the Travel Coordinator emailed destination and date information requesting airfare options to the State Travel Office and the State provided quotes. Additionally, two out of five (40%) airfares were purchased four to nine days prior to the traveler's departure date without extenuating circumstances, like emergency travel. Salt Lake County Countywide Policy 1019: Authorization and Payment of Travel Related Expenses states, "If air travel is required, the Agency Travel Coordinator shall complete an Airline Ticket Arrangement Form (…)" and that, "Sufficient lead time should be allowed for processing travel requests because airlines typically require tickets be purchased fourteen (14) days prior to the departure date to receive a substantial discount (…)"

Lack of Adequate Authorizing Signatures on the Request for Travel Allowance Form

We found one out of 14 (7%) Request for Travel Allowance Forms did not have the appropriate number of authorizing signatures. A signature is required by the traveler, Division Director and Department Director/Elected Official. Approval was received by the Department Head's alternative designee. Salt Lake County Countywide Policy 1019: Authorization and Payment of Travel Related Expenses states, "(…) the Agency Travel Coordinator shall complete (…) a Request for Travel Allowance Form, which must be approved and signed by the traveler's Division Director and Elected Official/Department Director (…)".