SUBSECTION 4.2.2.1
GENERAL

4.2.2.1.1

Basis for Reimbursement

Effective Date:

Sept. 16, 1998

4.2.2.1.1.a

The method to be used for reimbursing state officials and employees for allowable subsistence and lodging expenses incurred on official state business is to be on the basis identified in the following specific Subsections of the travel regulations:

• Subsection 4.2.2.1.2 for travel in areas of the Continental USA; and

• Subsection 4.2.2.1.3 for travel in areas outside the Continental USA.

4.2.2.1.1.b

Reimbursement for alcoholic beverage expenses is prohibited.

4.2.2.1.1.c

Reimbursement is to be for all authorized travel expense, subject to the restrictions provided herein, but shall not be made for the cost of the daily commute between the traveler's official station (or telecommuting site) and official residence.

• The non-reimbursable commute miles are to be measured from the traveler's home to the regular workplace using the traveler's normal commute route of travel.

• The non-reimbursable commute is limited to one round trip each workday or shift. Additional authorized travel between the traveler's home and the traveler's workplace to conduct official state business is reimbursable.

• When assigned to a temporary duty station, the traveler is to be reimbursed only for the miles that are not part of the traveler's normal daily commute route.

• Travelers are not permitted to take an indirect route of travel to a temporary duty station or to return home to avoid traveling through their official station (commute).

• Transportation expenses to a temporary duty station, when authorized are to be allowed from the traveler's regular workplace or the traveler's home, whichever is closer.

4.2.2.1.1.d

Agencies are not to use the maximum allowable per diem rates, or portions thereof, found in SCHEDULE A (Subsection 4.2.7.2.2) or SCHEDULE B (Subsection 4.2.7.2.3) or SCHEDULE C (Subsection 4.2.7.2.4) to treat any employees differently under like travel circumstances.

4.2.2.1.3

Authority for Travel to Areas Outside the Continental USA and Reimbursement for Related Travel Expenses

Effective Date:

Sept. 1, 1998

4.2.2.1.3.a

All agencies reporting to the Governor are to have prior written approval of the Office of the Governor for all travel outside of the following three areas:

• the Continental USA,

• Alaska,

• British Columbia, Canada.

4.2.2.1.3.b

All agencies not reporting to the Governor are to have prior written approval of the agency's governing body or its managerial designee for all travel outside of the following three areas:

• the Continental USA,

• Alaska,

• British Columbia, Canada.

4.2.2.1.3.c

Unless specifically provided otherwise by statute, the reimbursement amounts in all areas outside the Continental USA shall not exceed the maximum allowable per diem rates contained in SCHEDULE C (Subsection 4.2.7.2.4), except as authorized by Subsection 4.2.2.2.4 (Lodging Exception to the Maximum Allowable Lodging Amounts) of these regulations.

4.2.2.1.3.d

Unless specifically provided otherwise by statute, the reimbursement for lodging and subsistence expenses incurred on official state business in areas outside the Continental USA is to be on an actual expense basis for lodging, as evidenced by a receipt, up to a specified maximum, and on a set daily subsistence entitlement amount. These two components comprise the maximum allowable per diem rate for all areas outside the Continental USA.

4.2.2.1.3.e

Unless specifically provided otherwise by statute, when subsistence expenses are incurred, reimbursement is to be at the set daily subsistence entitlement amount contained in SCHEDULE C (Subsection 4.2.7.2.4).

An agency head or authorized designee may require the agency's travelers to provide receipts for subsistence reimbursement. When receipts for subsistence are required, reimbursement will be on an actual basis as evidenced by a receipt up to the applicable maximum per meal entitlement amount using the following calculations, rounded to the nearest dollar:

• The breakfast portion is 25 percent of the set daily subsistence entitlement amount.

• The lunch portion is 30 percent of the set daily subsistence entitlement amount.

• The dinner portion is 45 percent of the set daily subsistence entitlement amount.

4.2.2.1.3.f

Unless specifically provided otherwise by statute, when lodging expenses are incurred, reimbursement is to be for actual costs, as evidenced by a receipt, up to the specific maximum daily lodging rate in effect at the time of travel for the specific area or locality outside of the Continental USA, as contained in SCHEDULE C (Subsection 4.2.7.2.4), except as authorized by Subsection 4.2.2.2.4 (Lodging Exception to the Maximum Allowable Lodging Amounts).

4.2.2.1.4

Miscellaneous Travel Expenses

Effective Date:

Sept. 1, 1998

4.2.2.1.4.a

Miscellaneous travel expenses essential to the transaction of official state business are reimbursable to the traveler. Reimbursable expenses include, but are not limited to:

• Taxi fares (including a customary tip or gratuity), motor vehicle rentals, parking fees, and ferry and bridge tolls.

• Registration fees required in connection with attendance at approved conventions, conferences, and official meetings.

• Rental of room in a hotel or other place which is used to transact official state business. The room rental is reimbursable as a separate item when authorized by the agency head or authorized designee.

• Charges for necessary facsimile (fax) services.

• Charges for necessary stenographic or typing services in connection with the preparation of reports and/or correspondence, when authorized by the agency head or authorized designee.

• The actual cost of laundry and/or dry cleaning expenses, as evidenced by a receipt, is authorized for travelers in continuous travel status for more than five (5) days. Use of a coin-operated Laundromat is allowable. If a receipt for a coin-operated Laundromat is not available, the traveler may claim actual expenses up to $25 on the "Detail of Other Expenses" portion of the Travel Expense Voucher (form A20-A) (refer to Subsection 4.2.3.3.2.b).

4.2.2.1.4.b

Whenever possible, motor vehicle rentals, registration fees, rental of rooms for official state business, and other miscellaneous travel expenses in excess of $50 are not to be paid by the traveler. The vendor of the services is to be requested to bill the agency in accordance with prescribed purchasing requirements (also refer to Subsection 4.2.1.3.8).

4.2.2.1.4.c

The cost of personal care attendant services which are required by disabled travelers in order for them to travel will be allowed as a miscellaneous travel expense. Such costs may include fees and travel expenses of the attendant. The maximum reimbursement for such costs is not limited by the dollar amount established in paragraph b. above. Instead, the maximum reimbursement for such costs is to be set by the agency head or authorized designee as part of the agency's required positive system for management and control over travel (refer to Subsection 4.2.1.3.1.b).

4.2.2.1.4.d

Certain travel expenses are considered as personal and not essential to the transaction of official state business and therefore not reimbursable. Such non-reimbursable expenses include, but are not limited to:

• Valet services, entertainment expenses, radio or television rental, and other items of a similar nature. Valet services are defined as the hiring of a personal attendant who takes care of the individual's clothes, or helps the individual in dressing, etc. The prohibition against valet services for general travelers is not to be considered as a prohibition against the use of a personal care attendant required by a disabled person under the provisions of paragraph c. above.

• Taxi fares, motor vehicle rental, and other transportation costs to or from places of entertainment and other non-state business locations. In addition, daily commute transportation expenses between the traveler’s official residence and official station are not allowable (refer to Subsection 4.2.2.1.1.c).

• Costs of personal trip insurance (such as personal accident insurance, personal effects insurance, and extended liability insurance), and medical and hospital services.

• Personal telephone calls. Agencies are to define business telephone calls under the provisions of Subsection 4.2.1.3.1.b as part of its positive system for management and control over travel.

• Any tips or gratuities associated with personal expenses, such as those listed here in paragraph d, are not reimbursable.

• Out of pocket charges for vehicle service calls caused by the negligence of the traveler are not reimbursable. Examples include service charges for the delivery of fuel, retrieval of keys from locked vehicles, jump starting vehicles when the lights have been left on, etc.