R25-7-9. Reimbursement for Incidentals

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

  (1) Travelers will be reimbursed for actual out-of-pocket costs for incidental items such as baggage tips, maid service, and bellman. Gratuities/tips for various services such as assistance with baggage, maid service, and bellman, may be reimbursed up to a combined maximum of $5.00 per day.

  (a) Include an original receipt for each individual incidental item above $19.99.

  (2) The state will reimburse incidental ground transportation and parking expenses.

  (a) Travelers shall document all official business use of taxi, bus, parking, and other ground transportation including dates, destinations, parking locations, receipts, and amounts.

  (b) Personal use of such transportation to restaurants is not reimbursable.

  (c) The maximum that airport parking will be reimbursed is the economy lot parking rate at the airport they are flying out of. A receipt is required for amounts of $20 or more.

  (d) Gratuities/Tips for ground transportation (taxi/shuttle/rideshare) will be reimbursed up to the greater of $5 or 18% for each ride. Gratuities/Tips must be shown on an original receipt.

  (3) Registration should be paid in advance on a state warrant, or with a state purchasing card.

  (a) A copy of the approved FI 5 form must be included with the Payment Voucher for out-of-state registrations.

  (b) If a traveler must pay the registration when they arrive, the agency is expected to process a Payment Voucher and have the traveler take the state warrant with them.

  (4) Telephone calls related to state business are reimbursed at the actual cost.

  (a) The traveler shall list the amount of these calls separately on the Travel Reimbursement Request, form FI 51A, FI 51B, or ESS Travel.

  (b) The traveler must provide an original lodging receipt or original personal phone bill showing the phone number called and the dollar amount for business telephone calls and personal telephone calls.

  (5) Allowances for personal telephone calls made while out of town on state business overnight may be based on the number of nights away from home. The traveler must provide an original lodging receipt or original personal phone bill showing the phone number called and the dollar amount for personal telephone calls.

  (a) Four nights or less - actual amount up to $2.50 per night.

  (b) Five to eleven nights - actual amount up to $20.00

  (c) Twelve nights to thirty nights - actual amount up to $30.00

  (d) More than thirty days - start over

  (6) Actual laundry expenses up to $18.00 per week will be allowed for trips in excess of six consecutive nights, beginning after the sixth night out.

  (a) The traveler must provide receipts for the laundry expense.

  (b) For use of coin-operated laundry facilities, the traveler must provide a list of dates, locations, and amounts.

  (7) An amount of $5 per day will be allowed for travelers away in excess of six consecutive nights beginning after the sixth night out.

  (a) This amount covers miscellaneous incidentals not covered in this rule.

  (b) This allowance is not available for travelers going to conferences.

  (8) Travel on a Weekend during Trips of More Than 10 Nights' Duration - A department may provide for employees to return home on a weekend when a trip extends longer than ten nights. Reimbursements may be given for costs allowed by these policies.