Chapter Twelve - Travel and On-the-Job Expenses

Revised 04/01/10
Revised 10/23/03
Revised 4/25/02
Revised 3/28/02

12.1           TRAVEL AND ON-THE-JOB EXPENSES

Employees are reimbursed for reasonable and approved expenses incurred in performing their jobs. Expenses include mileage and other travel expenses such as parking or tolls, meals, and lodging. Employees are expected to use sound economical judgment in incurring expenses. Expenses judged by the Executive Director to be unreasonable may be disallowed.

In order to receive reimbursement for expenses, a "Travel Expense Reimbursement Voucher" (ADMINPERS #15) must be completed and approved. Claims should be forwarded to the appropriate supervisor, director, and Director of Finance and Administration for signatory review.

The reimbursement schedule is set by Executive Administration , and is subject to change. It is required that receipts for lodging and all other expenses (with the exception of meals ) be retained and attached to the voucher for verification of expenses. If travel expenses are related to an approved workshop/conference, a copy of the workshop/conference agenda must be attached. Employees should submit reimbursement vouchers on a quarterly basis or when total amount requested for reimbursement reaches $25.00.

12.1.1        Mileage

When determining total mileage, the point of origin is either one's home or the site of employment; whichever is closest to the traveler's destination. In the event the point of origin is the employee's home, the normal commuting distance from home to the workplace will be deducted from the actual mileage . Rates will be based on the mileage reimbursement rate authorized by the Commonwealth of Virginia.

Staff that are on-call status and based out of their homes will be paid for mileage if they are required to travel on D19 CSB business-related to on-call status. Staff that are on-call status and stationed on D19 CSB property will be paid mileage from their assigned home base (D19 CSB property).

12.1.2 Lodging

Lodging may be reimbursed when an individual is traveling overnight on official business when the travel destination is greater than 60 miles from the point of origin. The point of origin is defined as either the traveler’s home or site of employment, whichever is the closest to the destination.

12.1.3       Meals and Incidental Expenses

Generally, meals and certain incidental travel expenses are reimbursable on a per diem basis for overnight official business travel. Reimbursement rates will be based on the Commonwealth of Virginia’s per diem rates established for Meals and Incidental Travel Expenses, (See Section 12.1.6).

12.1.4        Non Travel Related Meals

Individuals who are not in a travel status are eligible for meal reimbursement if they participate in a business meal.

Such meals occur while the individual is on official business and must:

• Include Executive Director Approval.
• Involve substantive and bona fide business discussions and include the original, itemized receipt.
• Be reimbursed for actual expenses up to the amount allowed per the Commonwealth of Virginia’s meal rate table.

12.1.5 Advancement of Funds

When employees are required to incur unusual expenses such as attendance at extended conferences, the Executive Director as a convenience to employees may authorize advancement of funds on the "Travel Expense Reimbursement Voucher". Claims for expenses paid by advanced funds will be included on the voucher form supported by receipts in the same manner as claims not paid by advanced funds. After all claims have been itemized, the amount of funds advanced will be credited to the claim. Travel Vouchers, including receipts and any remaining funds, must be completed and turned in within ten (10) workdays following the event for which funds were advanced. Any employee with a travel advance, who terminates employment and therefore, does not incur the expense, will have the amount of the advance deducted from the employee's final paycheck.

12.1.6 Per Diem Rates for Meals and Incidental Travel Expenses

Standard meal and incidental reimbursement guidelines (including all related taxes and tips) are provided in the Lodging / M&IE Guideline Tables. Regardless of destination, a flat $5 per diem amount is paid for each day of overnight travel for incidental expenses such as bellhop/waiter/taxi/limousine tips, personal telephone calls, laundry, and transportation between lodging or business and places where meals may be taken. The Incidentals amount is not prorated on a travel departure or return date. The flat $5 per diem is paid on all travel days.

The M&IE Rate Table below provides individual meal reimbursement amounts, which are breakdowns of the M&IE per diem rates shown in the Lodging/M&IE Guideline tables. These rates should be used to determine the maximum meal reimbursement amounts for official business meals and/or the M&IE reduction. The M&IE must be reduced for the applicable meal when meals are provided at no cost during an overnight travel period. Refer to the Prorating and Reductions section for additional guidance. The M&IE Rate table below reflects rounded amounts for the 75% travel days. This is intentional and intended to be more convenient for the agency and the traveler. This M&IE Rate table should be used unless a traveler needs to make an adjustment for provided meals. In the instance that an adjustment is needed, rounding is optional

Prorating and Reductions

On a travel departure or return day, 75% of the Meals per diem is reimbursed. For example, if the M&IE rate allows a $46 total reimbursement, $36.00 [($46 - $5 = $41 x .75) = $30.75 + $5 = $35.75 which is rounded up to $36] would be allowable on a travel departure or return day. For trips involving multiple travel destinations, base the reduction on the per diem in effect for where the night was spent as follows:

Departure Day: Where you spend the night.

Return Day: Where you spent the night before returning to home base.

When meals are provided at no cost in conjunction with travel events, the applicable M&IE per diem reimbursement rate shall be reduced by the amount shown for the applicable meal in the M&IE Rate Table, excluding the incidental allowances. For example, if the M&IE rate allows a $46 total reimbursement, and lunch was provided at no cost, the total allowable reimbursement for that day would be $35 ($46 - $11 lunch). When meals are included with registration or lodging expense as part of a package, the number and type of meals (breakfast, lunch, dinner) must be recorded on the travel voucher. If a continental breakfast or reception is offered as part of the travel event and the food/timing is sufficient to serve as a meal, the traveler must reduce the per diem by the appropriate allowance amount. If a meal is offered as part of a conference and the traveler has medical restrictions, the traveler should make every effort to have the conference facilitate his/her needs by the deadline specified by the conference. If the conference does not honor the request, the traveler is not required to deduct the applicable meal allowance from the per diem. However, the traveler must include a note or other documentation with the Travel Expense Reimbursement Voucher documenting this information.

 In -State Meal and Incidental Per Diems

The following table provides guidelines for Meals, and Incidental Expenses that are allowable to the IN-STATE traveler for reimbursement. For the cities of Alexandria, Fairfax, Falls Church, and the counties of Arlington and Fairfax, see the Washington, DC, listing in the Out-of-State table. If a location is not listed, the following standard rate applies: $41

Out-of-State Meal and Incidental Per Diems

The following table provides guidelines for Lodging, Meals, and Incidental Expenses that are allowable to the OUT-OF-STATE traveler for reimbursement. If a location is not listed, the following standard rate applies: $46.

(1) Washington, DC, includes: Virginia Cities of Alexandria, Falls Church, Fairfax; Virginia counties of Arlington, Fairfax; and, Maryland counties of Montgomery and Prince George’s.