SUBSECTION 4.2.3.2
TRANSPORTATION

4.2.3.2.1

Reimbursable Transportation Expenses

Effective Date:

Sept. 1, 1998

Reimbursable transportation expenses include all necessary official state business travel on railroads, airlines, ships, buses, private motor vehicles, and other usual means of conveyance.

4.2.3.2.2

Reimbursement for Use of Privately Owned Motor Vehicles

Effective Date:

Sept. 1, 1998

4.2.3.2.2.a

Reimbursement for the use of a privately owned motor vehicle is to be at the private vehicle mileage reimbursement rate specified in SCHEDULE A of Subsection 4.2.7.2. unless the agency chooses a lesser rate. Point-to-point mileage in the state is to be determined on the basis of the distances shown on the latest Department of Transportation Official State Highway Map. Out-of-state mileage is to be determined on the basis of standard highway mileage guides. "Vicinity" miles as determined by odometer readings are to be shown on the Travel Expense Voucher (form A20-A or form A20-2A) as a separate figure. Agencies may elect to reimburse either in-state or out-of-state mileage, or both, on actual odometer readings. Agencies choosing to use actual odometer readings as the mileage reimbursement basis are not required to distinguish vicinity miles from point-to-point mileage.

4.2.3.2.2.b

Daily commute transportation expenses between the traveler’s official residence and official station is a personal obligation of the traveler and is not reimbursable by the state. (Also refer to Subsection 4.2.2.1.1.c).

4.2.3.2.2.c

Reimbursement for the use of a privately owned motor vehicle is to be payable to only one traveler when two or more travelers are traveling in the same motor vehicle on the same trip.

4.2.3.2.3

Commercial Travel - Advance Bookings

Effective Date:

Sept. 1, 1998

Agencies that have determined that savings will be achieved by taking advantage of discounts offered by a common carrier for advance bookings and payments, are authorized to pay for airline or other common carrier tickets prior to a scheduled trip if the following conditions are met:

4.2.3.2.3.a

The ticket is purchased through the Business Travel Account of the American Express Charge Card Program administered by the Department of General Administration (GA); and

4.2.3.2.3.b

The agency retains physical custody of the ticket. If unused at the end of the fiscal year, the ticket cost is to be recorded in the concluding fiscal year as an asset rather than expenditure. Tickets should be delivered to travelers in a timely manner in advance of travel to avoid last minute problems.

4.2.3.2.4

Transportation by Air Carriers

Effective Date:

Sept. 1, 1998

4.2.3.2.4.a

Purchase of Air Fare:

4.2.3.2.4.a(1)

The purchase of all air travel arrangements is to be made through a GA-qualified travel agency or direct from the airlines except for emergency situations that have been approved by the agency-designated travel coordinator or for the purchase of discount airfare tickets per Subsection 4.2.3.2.4.f. The purchase of air travel arrangements from other ticket sellers for other reason's, may result in disciplinary action. Further, reimbursement will be limited to the lesser of the ticket price or the state contract price.

Agencies are to contact the OSP for the current list of its qualified travel agencies, and for instructions on using the state travel charge card system(s).

4.2.3.2.4.a(2)

The purchase of all travel arrangements is to be made through a GA-authorized travel charge card system (referred to as the "state travel charge card system"). The term "state charge card system" encompasses the GA-authorized travel charge program (American Express Program), the rate code issued for the state’s contract with the authorized motor vehicle rental company, and motor vehicle rental cards issued by or through the GA, Office of State Procurement (OSP).

4.2.3.2.4.a(3)

Each agency head or authorized designee is to authorize the use of or approve the issuance of a state travel charge card system to those travelers whose work requires them to travel on official state business. Each agency is to maintain an accountability record for all state travel charge card systems it or its travelers are issued.

4.2.3.2.4.a(4)

State Official Transportation Request forms (SF 6855) are not to be used for purchasing air transportation services from air carriers.

4.2.3.2.4.a(5)

Purchase of air carrier tickets prior to a scheduled trip is allowed subject to the requirements of Subsection 4.2.3.2.3 being satisfied.

4.2.3.2.4.b

Use of Airline Contracts:

4.2.3.2.4.b(1)

State agencies are to utilize the air travel services provided by air carriers through contracts awarded by GA. The only exception is for conditions stated within the contract document. Agencies are to contact the OSP for the applicable exceptions.

4.2.3.2.4.b(2)

Where a city pair contract exists, such as between Seattle and San Francisco, reimbursement up to that contractual amount is to be made. Reimbursement above the contract air fare is only allowable for conditions as stated within the contract documents and when the air carrier does not have seats available for the desired destination.

4.2.3.2.4.b(3)

Reimbursement above the air fare contract is to be at the lowest applicable air fare not to exceed tourist class or its equivalent. This reimbursement limitation may be exceeded, if necessary, when disabled persons (and a personal care attendant, if necessary for the disabled person to travel) are required to travel.

4.2.3.2.4.c

Changes in Itinerary:

4.2.3.2.4.c(1)

If there is an authorized change in a traveler’s itinerary while on travel status to conduct official state business, the traveler is to pay the added cost through a state travel charge card system. If a state travel charge card receipt is issued, the traveler is to attach the receipt for the added cost to the Travel Expense Voucher (form A20-A or A20-2A).

4.2.3.2.4.c(2)

If the traveler does not have access to a state travel charge card system, the traveler may pay for the added cost from personal financial resources.

4.2.3.2.4.c(3)

In all cases where a traveler is billed individually and is seeking reimbursement for purchase of air carrier services, receipts are to be attached to the Travel Expense Voucher (form A20-A or A20-2A) by the traveler.

4.2.3.2.4.d

Control of Airfare Purchases:

4.2.3.2.4.d(1)

Agencies, as part of their positive system for management and control over travel (Subsection 4.2.1.3.1), are to periodically review purchases of airline tickets to ensure compliance with Subsection 4.2.3.2.4 (a), Subsection 4.2.3.2.4 (b), and terms and conditions of state airline contracts.

4.2.3.2.4.e

Airport Selection:

4.2.3.2.4.e(1)

When air travel is used by a traveler, selection of an airport is to consider the following:

4.2.3.2.4.e(1)(a)

Travelers are to utilize their local airport when traveling by regularly scheduled air service on state business. Use of the local airport is assumed to result in travel expenses that are most economical to the state.

4.2.3.2.4.e(1)(b)

A "Local Airport" is the airport that offers regularly scheduled air service that is closest to the point from which travel begins. In most situations it would be the airport closest to the traveler’s residence. For out-of-state destinations, the closest airport that provides direct out-of-state flights may be considered the local airport for this purpose.

4.2.3.2.4.e(1)(c)

The criteria (also reference Subsection 4.2.1.2.2) for determining which airport or mode of transportation to use is to be based upon:

• Travel expenses that are most economical to the state. All costs should be considered, i.e., travel, labor, etc., in making the determination. For example: if it is determined to be less expensive to drive than fly out of Sea-Tac Airport, or it is cheaper to fly out of Sea-Tac than out of Port Angeles.

• Travel that is more advantageous to the state. For example: if it is more advantageous for a traveler to fly out of Sea-Tac because the traveler's disabilities cannot be accommodated at the local airport. Compliance with the Americans with Disabilities Act (ADA) is considered to be advantageous. Other than compliance with the ADA, any use of advantageous is to be specifically covered in the agency's formal policies (refer to Subsection 4.2.1.2.2).

4.2.3.2.4.e(1)(d)

The traveler is to provide documentation when an airport other than the local airport is used.

4.2.3.2.4.e(1)(e)

If the traveler chooses another airport for reasons other than those specified in item (c) above, any costs in excess of the most economical costs are to be borne by the traveler.

4.2.3.2.4.f

Purchase of International Route Discount Airfare Tickets:

4.2.3.2.4.f(1)

Discount airfare tickets may be purchased from an air travel wholesaler who is not a qualified travel agent if the following conditions are met:

• There is no state contract fare for the international routes to be traveled.

• Quotes (telephone or written) have been requested from at least two qualified travel agencies for the required itinerary. Written documentation of the quotes should include, at a minimum, name of agency person obtaining quote, date and time of quote, and travel agency from which the quote was obtained.

• Air fares can be obtained at a lesser price (than fares quoted by the qualified travel agency) from another travel agency or an air travel wholesaler for the same required itinerary.

• The air fare price quotations from the qualified travel agencies are retained together with the documentation of the wholesaler's airfare.

4.2.3.2.4.f(2)

Wherever possible, the state travel charge card system should be used for these purchases. Other forms of payment, including the State Transportation Request Form, may be used if charge cards are not accepted.

4.2.3.2.5

Transportation by Other Common Carriers

Effective Date:

Sept. 1, 1998

4.2.3.2.5.a

Allowable transportation by common carriers other than air carriers may be authorized and paid for by either of the following two methods:

• The GA-authorized travel charge system may be used for travel by other common carriers. The term "state travel charge card system" encompasses the GA-authorized travel charge program (American Express or successor program), the rate code issued for the state's contract with the authorized motor vehicle rental company, and motor vehicle rental cards issued by or through the GA, OSP. Each agency head or authorized designee is to approve the issuance of a state travel charge card system to a traveler. In cases where a state travel charge card system receipt is issued, the traveler is to attach the receipt to the Travel Expense Voucher (form A20-A or A20-2-A). The agency is to maintain an accountability record for all state travel charge card systems it establishes.

• The Official Transportation Request form (SF 6855) may be used for travel by other common carriers and is to be issued only upon approval of the agency head or authorized designee. This form is to be prepared in duplicate. The original is to be presented to the travel agency or transportation company as the basis for billing the agency and the duplicate shall be forwarded to the agency's fiscal officer. The agency is to physically protect unused Official Transportation Requests and maintain an accountability record for each transportation request form.

4.2.3.2.5.b

Maximum reimbursement of transportation expenses via other common carriers is to be at the lowest applicable fare not to exceed tourist class or its equivalent. This reimbursement limitation may be exceeded, if necessary, when disabled persons (and a personal care attendant, if necessary for the disabled person to travel) are required to travel.

4.2.3.2.5.c

If there is an authorized change in a traveler’s itinerary while on travel status to conduct official state business, the traveler may pay the added cost and claim reimbursement on the Travel Expense Voucher (form A20-A or A20-2A). The traveler is to attach the receipt for the added cost to the voucher.

4.2.3.2.5.d

Except as provided in item "c" above, only in emergency situations may a traveler’s own personal financial resources be used for the purchase of other common carrier transportation.

4.2.3.2.5.e

In all cases where a traveler is billed individually and is seeking reimbursement for purchase of other common carrier services, receipts are to be attached to the Travel Expense Voucher (form A20-A or A20-2A)) by the traveler.

4.2.3.2.5.f

Payment for other common carrier tickets prior to a scheduled trip is proper subject to the requirements of Subsection 4.2.3.2.3 being satisfied.

4.2.3.2.5.g

Refunds for goods or services obtained either on Official Transportation Request forms, or by use of the state travel charge card system are to be made to the state agency when the particular state travel charge card system is one that is both issued through a GA-approved contract and is one for which the state has liability for any charges issued against it. The agency is to treat such refunds as recoveries of expenditures.