Article 18 - Expense Allowances
Section 1. General. The Appointing Authority may authorize travel at State expense for the effective conduct of the State's business. Such authorization must be granted prior to the incurrence of the actual expenses. Employees affected under this Article shall be reimbursed for such expenses that had been authorized by the Appointing Authority in accord with the terms of this Article.
Section 2. Vehicle Expense. When a State-owned vehicle is not available and an employee is required to use their personal automobile to conduct authorized State business, the Appointing Authority shall reimburse the employee at the then current Federal IRS mileage reimbursement rate on the most direct route.
When a State-owned vehicle is offered and declined by the employee, mileage may be paid at the rate of seven (7) cents less than the current Federal IRS mileage reimbursement rate on the most direct route. However, if a State-owned vehicle is available, the Appointing Authority may require an employee to use the State car to conduct authorized State business.
Deviations from the most direct route, such as vicinity driving or departure from the employee's residence, shall be shown separately on the employee's daily expense record and reimbursed under the foregoing rates. Actual payment of toll charges and parking fees shall be reimbursed. An employee shall not be required by the Appointing Authority to carry vehicle insurance coverage beyond that required by law.
Employees shall not receive vehicle mileage reimbursement for commuting between a permanent work location and their home. When a vacancy occurs the posting shall indicate no more than two (2) permanent work locations per appointment. The two (2) permanent work locations shall be within thirty-five (35) miles of each other. The Appointing Authority shall meet and confer with the Association prior to any changes in multiple work locations which would result in an increase in the commuting distance to the employee’s work locations. For the purposes of expense reimbursement for trips to temporary work locations, the Appointing Authority shall designate one (1) primary work location.
When an employee does not report to their permanent work location during the day or makes business calls before or after reporting to their permanent work location, the allowable mileage shall be:
the lesser of the mileage from the employee's residence to the first stop or from their permanent work location to the first stop;
all mileage between points visited on State business during the day;
the lesser of the mileage from the last stop to the employee's residence or from the last stop to their permanent work location.
Employees who use a specially equipped personal van or van-type vehicle on official State business shall be reimbursed at the IRS rate plus nine (9) cents per mile on the most direct route. In order to qualify for this reimbursement rate, the vehicle must be equipped with a ramp, lift, or other level exchanging device designed to provide access for a wheelchair.
Reimbursement for use of a motorcycle on official State business shall be at a rate of thirty (30) cents per mile on the most direct route.
The Appointing Authority may authorize travel in personal aircraft when it is deemed in the best interest of the State. Mileage reimbursement in such cases shall be at a rate of forty-five (45) cents per mile and shall be based on the shortest route based on direct air mileage between the point of departure and the destination.
Section 3. Commercial Transportation. When an employee is required to use commercial transportation (air, taxi, rental car, ride-share, etc.) in connection with authorized business of an Appointing Authority, the employee shall be reimbursed for the actual expenses of the mode and class of transportation so authorized. Reasonable gratuities may be included in commercial travel costs.
Section 4. Overnight Travel. Employees who incur expenses for lodging shall be allowed actual reasonable costs of lodging, in addition to the actual cost of meals while away from their temporary or permanent work station, up to the maximums stated in Section 5 of this Article. Normally, employees will be offered single-occupancy lodging when in travel status. The decision whether or not to grant the request is at the discretion of the Appointing Authority. Employees in travel status in excess of one (1) week without returning home shall be allowed actual cost not to exceed sixteen dollars ($16.00) per week for laundry and dry cleaning for each week after the first week. An employee shall be reimbursed for baggage handling.
Section 5. Meal Allowances. Employees assigned to be in travel status between the employee's temporary or permanent work station and a field assignment shall be reimbursed for the actual cost of meals including a reasonable gratuity. Employees must meet the following conditions to be eligible for meal reimbursement:
Breakfast reimbursements may be claimed only if the employee is on assignment away from their temporary or permanent work station in a travel status overnight or departs from home in an assigned travel status before 6:00 A.M.
Eligibility for noon meal reimbursement shall be based upon the employee being on assignment, over thirty-five (35) miles from their temporary or permanent work station, with the work assignment extending over the normal noon meal period.
Dinner reimbursement may be claimed only if the employee is away from their temporary or permanent work station in a travel status overnight or is required to remain in a travel status until after 7:00 P.M.
Except for the metropolitan areas listed below, the maximum reimbursement for meals including tax and gratuity, shall be:
- Breakfast $ 9.00
- Lunch $11.00
- Dinner $16.00
For the following metropolitan areas the maximum reimbursement shall be:
- Breakfast $11.00
- Lunch $13.00
- Dinner $20.00
The metropolitan areas are: Atlanta
- Kansas City
- New York City
- Portland, OR
- San Francisco
- St. Louis
- Dallas/Fort Worth
- Los Angeles
- New Orleans
- San Diego
- Washington D.C.
See Appendix L for details related to the boundaries of the above-mentioned metropolitan areas.
The metropolitan areas also include any location outside the forty-eight (48) contiguous United States.
Employees who meet the eligibility requirements for two (2) or more consecutive meals shall be reimbursed for the actual costs of the meals up to the combined maximum reimbursement amount for the eligible meals.
Section 6. Special Expenses. When prior approval has been granted by an Appointing Authority, special expenses, such as registration or conference fees, banquet tickets or meals, incurred as a result of State business, shall also be reimbursed.
Section 7. Payment of Expenses. The Appointing Authority shall advance the estimated cost of travel expenses where the anticipated expenses total at least fifty dollars ($50.00), provided the employee makes such a request a reasonable period of time in advance of the travel date. Employees may request a State issued credit card. If the employee receives such a card, the Appointing Authority and the employee may mutually agree to use the card in place of the advance. Reimbursements shall be made within the payroll period following the payroll period in which the employee submits their expenses.
Section 8. Parking. Any parking increase to the employee in a state-owned lot shall be limited to the actual cost increase. The Employer and the Association agree to continue a meet and confer process regarding parking and transportation costs.
At the sole discretion of the Appointing Authority, employees who normally are not required to travel on State business may be reimbursed for parking at their work location on an incidental basis when they are required to use their personal or a State vehicle for State business, and no free parking space is provided.