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Each department is authorized to make appropriate travel arrangements directly with the hotel, airline, car rental agency, etc. The use of a travel agent is permitted and the associated fees are covered. Hotel accommodations prearranged by conference/training sponsors or professional associations can be used. It is incumbent upon the Department Head to ensure that the most reasonable means of transportation and accommodations are used to enable the County to receive the lowest fares. The following guidelines should be used to help ensure the County receives the most favorable fares:
| • | All airline arrangements should be made at least two weeks before the scheduled flight. |
| • | All employees fly coach. |
| • | Employees should seek reasonably priced hotel accommodations. If an employee is attending a conference given in a hotel or resort, then the employee is allowed to seek accommodations at the same hotel/resort even though cheaper priced accommodations are available. |
| • | Employees are expected to shop for the best price for transportation/accommodations and all other travel arrangements. |
| • | Governmental rates should be sought whenever possible. |
| • | When renting vehicles with a purchasing card, the traveler should not purchase additional insurance. If a personal credit card is used, the additional insurance coverage offered by the rental company should be accepted. |
Employees are not required to share a room with other Wake County employees that they are traveling with.
Emergency travel needs will be approved by the Department Head before travel takes place.
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