No. 27120 (Amendment): R25-7. Travel-Related Reimbursements for State Employees

DAR File No.: 27120
Filed: 04/28/2004, 11:49
Received by: NL

 

RULE ANALYSIS

Purpose of the rule or reason for the change:

The rule is being revised as a result of a division review of current reimbursement rates and practices. The review showed the following: 1) the lodging per diem for Layton is not sufficient; and 2) because we adopt the federal mileage reimbursement, we need to increase the state mileage reimbursement. Although the federal government changed their rate in January, we change our administrative rule only once a year, at the beginning of the fiscal year.

 

Summary of the rule or change:

The rule was amended to: 1) change the lodging per diem for Layton to $63 per night plus tax; 2) change the reimbursement for private vehicle mileage to 32 cents per mile, the cost of operating a state fleet vehicle; 3) change the reimbursement rate for private vehicle mileage to 37 1/2 cents per mile, the federal mileage rate, when a state fleet vehicle is not available to the employee; and 4) change the reimbursement rate for driving a privately-owned vehicle instead of flying to 32 cents per mile.

 

State statutory or constitutional authorization for this rule:

Sections 63A-3-107 and 63A-3-106; and UT L 2000 Ch 344, UT L 2001 Ch 334, UT L 2002 Ch 277, UT L 2003 Ch 342, and SB 1 Item 50, 2004 General Session

 

Anticipated cost or savings to:

the state budget:

Amending this rule may result in a cost to the state budget. State agencies (including legislative staff, the Judicial Branch, and the Utah System of Higher Education) will spend more to reimburse some travel expenses. They will spend up to $8 more per night when they reimburse lodging for Layton; 2 cents more for each mile they reimburse to an employee who chooses to drive a personal vehicle instead of a fleet vehicle, or to an employee who chooses to drive a privately-owned vehicle instead of flying; and 1 1/2 cents more for each private vehicle mile they reimburse when a fleet vehicle is not available to the employee. The Division cannot anticipate the aggregate cost to the state budget for the following reasons: 1) it is not known how many total miles agencies will reimburse; 2) it is not known whether a state fleet vehicle will be available to employees and, therefore, do not know at which rate the agencies will reimburse employees; and 3) it is not known how many total nights' lodging in Layton agencies will reimburse.

 

local governments:

This rule applies only to state agencies and state employees and, therefore, will have no impact on local government.

 

other persons:

The amendments to this rule may result in savings to employees of the state, legislative staff, the Judicial Branch, and the Utah System of Higher Education who travel on business. Employees who drive a personal vehicle for business will receive 1 1/2 cents more per mile driven when a fleet vehicle is not available to the employee; and 2 cents more per mile driven when an employee chooses to drive a personal vehicle instead of a fleet vehicle, or when an employee chooses to drive a personal vehicle instead of flying. Employees will receive up to $8 more per night for lodging reimbursement for Layton. The Division cannot anticipate the aggregate savings impact on employees for the following reasons: 1) it is not known how many total miles employees will be reimbursed for; 2) it is not known whether a state fleet vehicle will be available to employees and, therefore, do not know at which rate the employees will reimbursed; and 3) it is not known how many total nights' lodging in Layton employees will be reimbursed for.

 

Compliance costs for affected persons:

There are no compliance costs associated with the revisions to Rule R25-7.

 

Comments by the department head on the fiscal impact the rule may have on businesses:

Amendments to Rule R25-7 apply only to state agencies and state employees (including legislative staff, the Judicial Branch, and the Utah System of Higher Education) and have no impact on businesses. -- Camille Anthony, Executive Director, Department of Administrative Services

 

The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:

Administrative Services
Finance
Room 2110 STATE OFFICE BLDG
450 N MAIN ST
SALT LAKE CITY UT 84114-1201

 

Direct questions regarding this rule to:

Teddy Cramer at the above address, by phone at 801-538-3450, by FAX at 801-538-3244, or by Internet E-mail at [e-mail]

 

Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:

06/14/2004

 

This rule may become effective on:

06/15/2004

 

Authorized by:

Kim Thorne, Director

 

 

RULE TEXT

R25. Administrative Services, Finance.

R25-7. Travel-Related Reimbursements for State Employees.

R25-7-1. Purpose.

The purpose of this rule is to establish procedures to be followed by departments to pay travel-related reimbursements to state employees.

 

R25-7-2. Authority and Exemptions.

(1) This rule is established pursuant to Section 63A-3-107, which authorizes the Division of Finance to adopt rules covering in-state and out-of-state travel.

(2) Senate Bill 1, Line Item 60 of the 2000 legislative session (2000 Utah Laws 344), as continued by House Bill 1, Item 57 of the 2001 legislative session (2001 Utah Laws 334), Senate Bill 1, Item 49 of the 2002 legislative session (2002 Utah Laws 277),[ and] House Bill 1, Item 52 of the 2003 legislative session (2003 Utah Laws 342), and Senate Bill 1, Item 50 of the 2004 legislative session, contains intent language directing that the mileage reimbursement rate authorized in Section R25-7-10 also be applied to legislative staff, the Judicial Branch and to the Utah System of Higher Education.

 

R25-7-8. Reimbursement for Lodging.

State employees who travel on state business may be eligible for a lodging reimbursement.

(1) Lodging is reimbursed for single occupancy only.

(2) For non-conference hotel in-state travel, where the department/traveler makes reservations through the State Travel Agency, the state will reimburse the actual cost up to $55 per night plus tax except in Moab, Cedar City, St. George, metropolitan Salt Lake City (Draper to Centerville), Ogden[ city], Layton, Park City, Tooele, Heber City, Midway, and Provo/Orem[ city]. In these areas, the rates are:

(a) Moab, Cedar City, and St. George - $65 per night plus tax

(b) Metropolitan Salt Lake City (Draper to Centerville), Park City, Tooele, Heber City, and Midway - $68 per night plus tax

(c) Ogden[ city], Layton, and Provo/Orem[ city] - $63 per night plus tax

(3) The state will reimburse the actual cost per night plus tax for out-of-state travel where the department/traveler makes reservations through the State Travel Agency.

(4) The same rates apply for in-state travel for stays at a non-conference hotel where the department/traveler makes their own reservations.

(5) For out-of-state travel, the state will reimburse the actual cost up to $65 per night plus tax.

(6) Exceptions will be allowed for unusual circumstances when approved in writing by the Department Director or designee prior to the trip.

(a) For out-of-state travel, the approval may be on the form FI 5.

(b) Attach the written approval to the Travel Reimbursement Request, form FI 51B or FI 51D.

(7) For stays at a conference hotel, the state will reimburse the actual cost plus tax for both in-state and out-of-state travel. The traveler must include the conference registration brochure with the Travel Reimbursement Request, form FI 51A or FI 51B.

(8) A proper receipt for lodging accommodations must accompany each request for reimbursement.

(a) The tissue copy of the MasterCard Corporate charge receipt is not acceptable.

(b) A proper receipt is a copy of the registration form generally used by motels and hotels which includes the following information: name of motel/hotel, street address, town and state, telephone number, current date, name of person/persons staying at the motel/hotel, date of occupancy, amount and date paid, signature of agent, number in the party, and single or double occupancy.

(9) Travelers may also elect to stay with friends or relatives or use their personal campers or trailer homes instead of staying in a hotel.

(a) With proof of staying overnight away from home on approved state business, the traveler will be reimbursed the following:

(i) $20 per night with no receipts required or

(ii) Actual cost up to $30 per night with a signed receipt from a facility such as a campground or trailer park, not from a private residence.

(10) Travelers who are on assignment away from their home base for longer than 90 days will be reimbursed as follows:

(a) First 30 days - follow regular rules for lodging and meals. Lodging receipt is required.

(b) After 30 days - $46 per day for lodging and meals. No receipt is required.

 

R25-7-10. Reimbursement for Transportation.

State employees who travel on state business may be eligible for a transportation reimbursement.

(1) Air transportation is limited to Air Coach or Excursion class.

(a) All reservations (in-state and out-of-state) should be made through the State Travel Office for the least expensive air fare available at the time reservations are made.

(b) Only one change fee per trip will be reimbursed.

(c) The explanation for the change and any other exception to this rule must be given and approved by the Department Director or designee.

(d) In order to preserve insurance coverage, travelers must fly on tickets in their names only.

(2) Travelers may be reimbursed for mileage to and from the airport and long-term parking or away-from-the-airport parking.

(a) The maximum reimbursement for parking, whether travelers park at the airport or away from the airport, is the airport long-term parking rate.

(b) The parking receipt must be included with the Travel Reimbursement Request, form FI 51A or FI 51B.

(c) Travelers may be reimbursed for mileage to and from the airport to allow someone to drop them off and to pick them up.

(3) Travelers may use private vehicles with prior approval from the Department Director or designee.

(a) Only one person in a vehicle may receive the reimbursement, regardless of the number of people in the vehicle.

(b) Reimbursement for a private vehicle will be at the rate of [30]32 cents per mile, or [36]37 1/2 cents per mile if a state fleet vehicle is not available to the employee.

(c) Agencies may establish a reimbursement rate that is more restrictive than the rate established in this Section.

(d) Exceptions must be approved in writing by the Director of Finance.

(e) Mileage will be computed from the latest official state road map and will be limited to the most economical, usually traveled routes.

(f) The mileage rate is all-inclusive, and additional expenses such as parking and storage will not be allowed unless approved in writing by the Department Director.

(g) An approved Private Vehicle Usage Report, form FI 40, should be included with the department's payroll documentation reporting miles driven on state business during the payroll period.

(h) Departments may allow mileage reimbursement on an approved Travel Reimbursement Request, form FI 51A or FI 51B, if other costs associated with the trip are to be reimbursed at the same time.

(4) A traveler may choose to drive instead of flying if approved by the Department Director.

(a) If the traveler drives a state-owned vehicle, the traveler may be reimbursed for meals and lodging for a reasonable amount of travel time; however, the total cost of the trip must not exceed the equivalent cost of the airline trip. The traveler may also be reimbursed for incidental expenses such as toll fees and parking fees.

(b) If the traveler drives a privately-owned vehicle, reimbursement will be at the rate of [30]32 cents per mile or the airplane fare, whichever is less, unless otherwise approved by the Department Director.

(i) The lowest fare available within 30 days prior to the departure date will be used when calculating the cost of travel for comparison to private vehicle cost.

(ii) An itinerary printout which is available through the State Travel Office is required when the traveler is taking a private vehicle.

(c) The traveler may be reimbursed for meals and lodging for a reasonable amount of travel time; however, the total cost of the trip must not exceed the equivalent cost of an airline trip.

(d) These reimbursements are all-inclusive, and additional expenses such as parking and toll fees will not be allowed unless approved in writing by the Department Director.

(e) When submitting the reimbursement form, attach a schedule comparing the cost of driving with the cost of flying. The schedule should show that the total cost of the trip driving was less than or equal to the total cost of the trip flying.

(f) If the travel time taken for driving during the employee's normal work week is greater than that which would have occurred had the employee flown, the excess time used will be taken as annual leave and deducted on the Time and Attendance System.

(5) Use of rental vehicles must be approved in writing in advance by the Department Director.

(a) An exception to advance approval of the use of rental vehicles shall be fully explained in writing with the request for reimbursement and approved by the Department Director.

(b) Detailed explanation is required if a rental vehicle is requested for a traveler staying at a conference hotel.

(c) When making rental car arrangements through the State Travel Agency, reserve the vehicle you need. Upgrades in size or model made when picking up the rental vehicle will not be reimbursed.

(i) State employees should rent vehicles to be used for state business in their own names, using the state contract so they will have full coverage under the state's liability insurance.

(ii) Rental vehicle reservations not made through the travel agency must be approved in advance by the Department Director.

(iii) The traveler will be reimbursed the actual rate charged by the rental agency.

(iv) The traveler must have approval for a rental car in order to be reimbursed for rental car parking.

(6) Travel by private airplane must be approved in advance by the Department Director or designee.

(a) The pilot must certify to the Department Director that he is certified to fly the plane being used for state business.

(b) If the plane is owned by the pilot/employee, he must certify the existence of at least $500,000 of liability insurance coverage.

(c) If the plane is a rental, the pilot must provide written certification from the rental agency that his insurance covers the traveler and the state as insured. The insurance must be adequate to cover any physical damage to the plane and at least $500,000 for liability coverage.

(d) Reimbursement will be made at 50 cents per mile.

(e) Mileage calculation is based on air mileage and is limited to the most economical, usually-traveled route.

(7) Travel by private motorcycle must be approved prior to the trip by the Department Director or designee. Travel will be reimbursed at 16 cents per mile.

(8) A car allowance may be allowed in lieu of mileage reimbursement in certain cases. Prior written approval from the Department Director, the Department of Administrative Services, and the Governor is required.

 

KEY: air travel, per diem allowances, state employees, transportation

July 1, [2003]2004

Notice of Continuation May 1, 2003

63A-3-107

63A-3-106

2000 Utah Laws 344

2001 Utah Laws 334

2002 Utah Laws 277

[H.B. 1 Item 52, 2003 General Session]2003 Utah Laws 342

S.B. 1 Item 50, 2004 General Session