Chapter 10 - Travel

Chapter 10 - Travel

Travel Management Requirements and Restrictions

10.10.05	Who must comply with these policies?	May 1, 1999
10.10.10	Agency responsibilities	May 1, 1999
10.10.15	Responsibilities of travelers	May 1, 1999
10.10.20	These criteria must be used for selecting and approving travel	May 1, 1999
10.10.25	Implement alternatives to travel	May 1, 1999
10.10.30	Conditions for placing an employee in travel status	May 1, 1999
10.10.35	Ensure the health and safety of travelers	May 1, 1999
10.10.40	Comply with the Americans with Disabilities Act	May 1, 1999
10.10.45	Use the State Travel Charge Card system, when required, to purchase travel	May 1, 1999
10.10.50	Prior authorization for travel may be required	May 1, 1999
10.10.55	Scheduling meetings, conferences, conventions and training sessions	May 1, 1999

Travel Reimbursement Principles

10.20.10	What types of travel costs are eligible for reimbursement?	May 1, 1999
10.20.20	What types of travel costs cannot be reimbursed?	May 1, 1999
10.20.30	Reimbursement for meals and lodging shall not exceed the maximum allowable per diem rate	May 1, 1999
10.20.40	How travel for the convenience of the traveler affects reimbursement	May 1, 1999
10.20.50	Leave of absence during travel	May 1, 1999
10.20.60	Agencies need to develop policies for non-state reimbursement of state travel	May 1, 1999

Lodging

10.30.10	What is the basis for reimbursing lodging costs?	May 1, 1999
10.30.20	Exceptions to the maximum allowable lodging rates	May 1, 1999
10.30.30	What types of lodging costs are reimbursable?	May 1, 1999
10.30.40	Certain lodging costs cannot be reimbursed	May 1, 1999
10.30.50	Lodging expenses for the normal return night may be reimbursed in certain situations	May 1, 1999
10.30.60	How to purchase lodging accommodations	May 1, 1999
10.30.70	Using a travel trailer or camper	May 1, 1999

Meals

10.40.10	What is the basis for reimbursing meal costs?	May 1, 1999
10.40.20	Exceptions to the meal allowances	May 1, 1999
10.40.30	What types of costs are included in meal allowances?	May 1, 1999
10.40.40	Certain meal costs cannot be reimbursed	May 1, 1999
10.40.50	When may a traveler be reimbursed for meal costs?	May 1, 1999
10.40.60	Reimbursement for meals with meetings	May 1, 1999
10.40.70	Expenditures for meals with meetings are prohibited in some cases	May 1, 1999
10.40.80	Documentation of approval for meals with meetings is required	May 1, 1999

Transportation

10.50.10	What types of transportation costs are reimbursable?	May 1, 1999
10.50.20	Reimbursement for privately-owned motor vehicle use	May 1, 1999
10.50.25	Restrictions on reimbursement for privately-owned motor vehicle use	May 1, 1999
10.50.30	When may a rental motor vehicle be used?	May 1, 1999
10.50.35	Restrictions and requirements on rental motor vehicle use	May 1, 1999
10.50.40	Agencies may purchase airline and other common carrier tickets in advance under certain conditions	May 1, 1999
10.50.45	How to purchase air fare	May 1, 1999
10.50.50	Airline contracts and limitations on reimbursement	May 1, 1999
10.50.55	Criteria and limitations for airport selection	May 1, 1999
10.50.60	How to purchase transportation by other common carriers	May 1, 1999
10.50.65	Limitations on reimbursement for non-air common carrier costs	May 1, 1999
10.50.70	How changes in itinerary affect reimbursement	May 1, 1999
10.50.75	May the traveler purchase common carrier transportation from personal financial resources?	May 1, 1999
10.50.80	Refunds for unused transportation services	May 1, 1999

Miscellaneous Travel Expenses

10.60.10

What types of miscellaneous travel costs are reimbursable?

May 1, 1999

Bill expenses greater than $50 to the agency whenever possible

May 1, 1999

Costs for personal care attendant services may be reimbursed

May 1, 1999

Boards, Commissions, or Committees

10.70.10	Types of boards, commissions, or committees	Jan. 1, 2000
10.70.20	Meal and lodging reimbursement for members serving in an advisory, coordinating, or planning capacity	Jan. 1, 2000
10.70.30	Meal and lodging reimbursement for members serving in a rule-making capacity	Jan. 1, 2000
10.70.40	May lodging taxes be reimbursed?	Jan. 1, 2000
10.70.50	Exceptions to the meal reimbursement rates	Jan. 1, 2000
10.70.60	How should travel expenses other than meals and lodging be reimbursed?	Jan. 1, 2000
10.70.70	Coffee and light refreshments may be served at board, commission, or committee meetings	Jan. 1, 2000

Travel Expense Claims, Payments, Reimbursements and Advances

10.80.10	What is the purpose of the Travel Expense Voucher?	Jan. 1, 2000
10.80.20	What are the traveler's responsibilities in completing the Travel Expense Voucher?	Jan. 1, 2000
10.80.30	What are the agency responsibilities in reviewing and paying the Travel Expense Voucher costs?	Jan. 1, 2000
10.80.40	Receipts and documentation required in support of Travel Expense Vouchers	Jan. 1, 2000
10.80.50	Miscellaneous supplies exceeding $50 should not be included on the Travel Expense Voucher	Jan. 1, 2000
10.80.55	Paying vendors directly for travel costs	Jan. 1, 2000
10.80.60	Travel expense advances	Jan. 1, 2000
10.80.70	Internal Revenue Service regulations affecting travel expenses and travel advances	Jan. 1, 2000

Travel Rates

10.90.10

Reimbursement rates can be found on Schedules A, B
and C

Jan. 1, 2000

Reimbursement rates for lodging, meals and private
vehicle mileage

Jan. 1, 2000

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