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<br />Rules Re: Travel Reimbursement <br />5/31/06 <br /> <br />Rule: <br />Travel charged to the state, regardless of the funding source, shall be for the benefit of the <br />state and completed using the most economical means available which will satisfactorily <br />accomplish the state's business. <br /> <br />The traveler shall determine those expenses incurred for the benefit of the state and <br />request reimbursement for only those expenses. The approving authority shall review the <br />expenses claimed by the traveler and authorize reimbursement for only those expenses <br />incurred for the benefit of the state. The approving authority may require documentation, <br />e.g. receipts, in addition to documentation prescribed by these mles that is deemed <br />necessary or advisable in order to review expenses and authorize reimbursements. <br /> <br />Prior authorization may be required for in-state travel and is required for out-of-state <br />travel. <br /> <br />Travel Reimbursement: <br />Upon completion of travel, a travel reimbursement voucher must be filled out to obtain <br />reimbursement for approval of travel expenses. The travel reimbursement voucher shall <br />contain a statement as to the purpose of the travel. <br /> <br />Lodging, meals, and other reimbursable travel expenses shall only be reimbursed for the <br />period of time necessary for the traveler to accomplish the state business. <br /> <br />If lodging, meals or transpOliation expenses are covered by conference fees, registration <br />fees, or otherwise provided at no additional cost to the traveler, no reimbursement shall <br />be made for these items. <br /> <br />Meals- <br />Employees authorized to travel shall be reimbursed for the cost of meals, <br />including tax, tip and other incidental expenses up to the per diem rates <br />established by the state controller. <br /> <br />Under no circumstances shall an employee claim more than the established per <br />diem rate. The actual cost of meals (and meal tips) in any day may be reimbursed <br />up to the maximum aggregate amount established for per diem for the period of <br />travel on the applicable travel day. <br /> <br />Cost of meals may be reimbursed up to the total daily per diem rate for a full day <br />of travel (if no meals are furnished), without regard to maximum individual meal <br />rates. Iflunch is included in a conference fee for a full day of travel, the actual <br />costs for breakfast and dinner may not exceed the total of the per diem rates for <br />breakfast and dinner. The costs of meals for a partial day of travel over breakfast <br />and lunch (or lunch and dinner) may be reimbursed up to the total per diem rate <br />