Travel and transportation at State expense will be authorized only when officially justified and by those means which meet State Government requirements consistent with good management practices.
A traveler on official business will exercise the same care in incurring expenses and accomplishing an assignment that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an assignment are not considered acceptable as exercising prudence. Travel by commercial airlines will be accomplished in coach class, except where exigencies require otherwise. Transportation to and from points of arrival and departure will be accomplished by the most economical method.
It is the duty and responsibility of the respective department heads to insure compliance with these regulations.
Special Rules
No reimbursement shall be made for meals within ten miles of an employee's official headquarters and/or residence.
Receipts for all expenditures, except taxis and meals, shall be attached to the voucher. Actual paid receipts are required. Canceled checks will not be accepted as a paid receipt.
Paid motel and hotel receipts for lodging must be attached to the travel voucher when submitted for reimbursement. Actual hotel/motel costs will be reimbursed for a single room rate or one-half the cost of a double room rate if shared with another State employee.
No reimbursement for overnight accommodations will be made within fifty (50) miles of the traveler's official headquarters and/or residence.
If a dependent accompanies an employee on an authorized business trip, only those expenses which may be directly attributed to the employee may be reimbursed.
Gratuities are not an allowable reimbursement for State employees. When paid as a part of a billing banquet, luncheon, etc., gratuities will be allowed.
Porterage, in general, is not an allowable reimbursement for State employees. It may be reimbursed when an employee flies to a major city out-of-state where there usually is no option concerning baggage handling. Porterage may also be reimbursed when an employee has heavy, excess equipment needed to conduct official State business.
Telephone calls made for official business of the State are reimbursable. An employee may be reimbursed for a brief personal call to his/her residence (averaging not more than one call per day). A fixed charge by a hotel for telephone service may be charged as part of lodging.