10.50
Transportation

What types of transportation costs are reimbursable?

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

Reimbursement for privately-owned motor vehicle use

Reimbursement for the use of a privately owned motor vehicle on official state business is to be at the private vehicle mileage reimbursement rate specified in Schedule A (PDF file) 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.

Restrictions on reimbursement for privately-owned motor vehicle use

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 10.20.20).

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

When may a rental motor vehicle be used?

A rental motor vehicle may be used for official state business under the following conditions:

• A state owned or operated motor vehicle is not available; or

• The use of the rental motor vehicle is advantageous to the state, or more economical than other conveyance, or necessary state business cannot be accomplished otherwise (e.g., mail, telephone, etc.); and

• Use has been approved in advance by the agency head or authorized designee through a state travel charge card system. (Refer to Subsection 10.10.45 for a description.)

Motor vehicle rental cards, if used, should be issued by the agency head or authorized designee on a trip basis, rather than on permanent basis.

Restrictions and requirements on rental motor vehicle use

Rent motor vehicles from rental firms approved by the Office of State Procurement using a motor vehicle rental card or state rate code, in places where rental firms accept them.

In other places, use another state travel charge card system to rent the motor vehicle. If the traveler does not have access to the state travel charge card system, the traveler's personal financial resources may be used to obtain the rental motor vehicle.

When the traveler is billed individually and seeks reimbursement for purchase of rental car services, the traveler should attach the original receipt for the costs to the Travel Expense Voucher (form A20-A, or form A20-2A if applicable). Record the date and purpose of the trip on the Travel Expense Voucher.

Transporting of unauthorized passengers as described in Subsection 70.40.40.a in a rental vehicle is considered a personal decision. The state of Washington will not provide excess liability protection to any unauthorized passengers in the event of an accident.

The state contract for rental of motor vehicles does not authorize vehicles to be used for other than official state business. Therefore, when a traveler couples a personal vacation with official state business, the traveler is expected to execute a personal contract to rent a motor vehicle for the vacation portion of the trip.

Since the use of rental motor vehicles makes it difficult to segregate charges between official use and occasional incidental personal use, the agency head or authorized designee is to establish written internal policies in accordance with Subsection 10.10.10 to guard against abuse and require the traveler to pay for all personal miles driven.

The state contract for rental of motor vehicles includes full insurance coverage. The state will not reimburse travelers for the additional cost of insurance coverage purchased on state contract vehicle rentals.

Agencies may purchase airline and other common carrier tickets in advance under certain conditions

When an agency determines it can save money by taking advantage of discounts offered by a common carrier for advance bookings and payments, it is authorized to pay for airline or other common carrier tickets prior to a scheduled trip if the following conditions are met:

1. 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
2. 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.

How to purchase air fare

State agencies must use the air travel services provided by air carriers through contracts awarded by GA. The only exception is for conditions stated in the contract document. Agencies are to contact the OSP if they have questions regarding the exception conditions.

All purchases of air travel arrangements must 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
• The purchase of discount airfare tickets per Subsection 10.50.45.e.

Purchasing air travel arrangements from other ticket sellers for other reasons may result in disciplinary action. Further, reimbursement will be limited to the lesser of the ticket price or the state contract price.

Contact the Office of State Procurement for the current list of its qualified travel agencies.

All air travel arrangements must be made through a GA-authorized state travel charge card system (Refer to Subsection 10.10.45). Contact the OSP for instructions on using the state travel charge card system(s). Also refer to Subsection 10.10.40.

Do not use State Official Transportation Request forms (SF 6855) for purchasing air transportation services from air carriers.

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

1. There is no state contract fare for the international routes to be traveled.
2. 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.
3. 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.
4. The air fare price quotations from the qualified travel agencies are retained together with the documentation of the wholesaler's airfare.

Airline contracts and limitations on reimbursement

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.

Criteria and limitations for airport selection

Use the criteria for selecting travel alternatives stated in Subsection 10.10.20 for airport selection. In most cases, this means agencies must select the most economical alternative.

Use of the local airport is assumed to result in travel expenses that are most economical to the state. Travelers are expected to use their local airport when traveling by regularly scheduled air service on state business, unless an alternative meets one of the criteria and conditions noted in Subsection 10.10.20.

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.

The traveler is to provide documentation to support a decision to use an airport other than the local airport.

If the traveler chooses another airport for reasons other than those specified in Subsection 10.10.20, the traveler must bear any costs in excess of the most economical costs.

How to purchase transportation by other common carriers

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

1. A state travel charge card system (Refer to Subsection 10.10.45 for a description.)
2. An Official Transportation Request form (SF 6855) may be used for travel by non-air common carriers and is to be issued only upon approval of the agency head or authorized designee. Present the original to the travel agency or transportation company as the basis for billing the agency. Forward a duplicate to the agency's fiscal officer. The agency must physically protect unused Official Transportation Requests and maintain an accountability record for each transportation request form.

Limitations on reimbursement for non-air common carrier costs

Normally, the maximum reimbursement for transportation expenses via non-air common carriers is the lowest applicable fare not to exceed the lowest class fare. 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.

How changes in itinerary affect reimbursement

If there is an authorized change in a traveler’s itinerary while on travel status to conduct official state business, the traveler whenever possible 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) or the agency file location referenced.

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.

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

May the traveler purchase common carrier transportation from personal financial resources?

Except as provided in Subsection 10.50.60, a traveler may only use their personal financial resources to purchase common carrier transportation in an emergency situation.

When a traveler is billed individually and seeks reimbursement for purchase of common carrier services, the traveler must attach receipts to the Travel Expense Voucher (form A20-A or A20-2A) or reference the agency file location.

Refunds for unused transportation services

The agency should receive a refund for unused tickets provided the tickets were purchased on Official Transportation Request forms, or through a state travel charge card system.

The agency is to treat such refunds as recoveries of expenditures.