An Audit of the Salt Lake County Council's Travel Expenses

MAY 28, 2025

Report Highlights

Opportunities Exist to Enhance the Countywide Travel Policy: Ensuring Clearer Guidelines for What is Considered Hotel Upgrades

During a review of hotel bookings for reasonable pricing based on location and timing, we found that 2 out of 28 (7%) travel occurrences included either a hotel room upgrade or an additional late check-out fee. One occurrence involved an upgrade from a standard room to a double room for a conference in Orlando, with the full cost, including the upgrade, charged to the Travel Coordinator's PCard. The upgrade was estimated to cost $113 more per night than the standard room for other attendees. There was confusion regarding the upgrade, as the individual was unaware of the additional costs. Similarly, the late check-out fee of $34.49 was mistakenly believed to be reimbursable without written justification.

Opportunity to Strengthen Receipt and Invoice Documentation for Hotel Reimbursements

Among 28 travel packets for Council Elected Officials and Appointed Staff, one (4%) did not include sufficient supporting documentation for hotel reimbursement. An itemized receipt or final billing invoice was not received showing the specific breakdown of charges. Instead, a screenshot showing the total amount charged to the traveler's credit card was provided.

Opportunity to Enhance Request for Travel Allowance Form Submission Practices for Improved Policy Compliance

During our review of Request for Travel Allowance Form processing, we noted one out of 17 (6%) travel instances where the form was submitted 14 working days after the traveler had already departed. We understand that situations can arise that impact timely submissions. However, to ensure efficient processing of Per Diem and reimbursements and to allow for necessary approvals prior to travel, the policy recommends submitting this form at least ten working days before departure.