22 Revised 12/5/2024 - New Board Members Handbook 2. Section 2 Reimbursable Travel Expenses being claimed: Board members must provide receipts. Meeting space and sleep rooms for regular board meetings are secured by OSS through a purchase order. Conference/ Conventions will be paid via personal payment by the traveler. Three quotes for hotel stay is required. The quotes must be within the same location and star rating. Screenshots of sleep room pricing is acceptable. Note: OSS is currently doing this; however, it is after the travel, so the board member may not be reimbursed full price paid if the above criteria cannot be met. a. Hotel – cost of hotel (if not covered under DOH contract) i All receipts with the exception of the Zero Balance Hotel Receipt need to be signed and dated by the traveler. Note: There is the exception of a few incidental expense receipts that are less than $25.00; however, in an effort to avoid processing delays it is best to have all receipts signed and dated. b. Airfare of commercial carrier i. Submit signed receipt. E-tickets are NOT an acceptable form of receipt. If a change was made to your original reservation, you must submit the original and the changed reservation receipts. ii. Itemized airfare receipt includes traveler name, date, time, city location, breakdown of taxes and courier fees and seat assignments are required. If seat assignment is not noted on receipt, obtain a boarding pass with seat assignment details or a new receipt. iii. The State prefers using air transportation for travel over 300 miles one-way. You must obtain permission from the Executive Director of the board office which you are traveling for for travel less than 300 miles one-way. iv. Commercial air travel must be made by the most economical class, i.e., economy/coach. v. If utilizing a commercial carrier, purchase the lowest available airfare. There is not a state term contract for commercial airlines. vi. Airfare should not be purchased through third party booking agencies. Nor should travel agency booking be used, as a complete full itinerary can not be provided. DO NOT use search engines like KAYAK, Expedia, etc. vii. Submit actual receipt showing cost of checked baggage. viii. Purchase a refundable ticket. Trip insurance will not be reimbursed. c. Rental Car i. The State prefers the use of the contracted vendor: AVIS. Justification is required when renting vehicles other than from the contracted rental agency. (Ex: Vehicle not available from contract vendor. Distance to the state contractor’s rental location is not cost effective or practical.) ii. Avis Florida Department of Health Discount Code: A113400. See attached Avis Car Rental Form. The reimbursable rate of $26.52 per day. iii. The State will reimburse the cost of a compact (Type 2) vehicle rental. Valid justification is required for rental of a larger class vehicle. iv. Submit signed and dated receipt for car rental showing actual cost and pickup and return dates and time. v. The contracted rental agency provides primary insurance and damage coverage. Travelers should refuse extra personal accident insurance (PAI), daily collision damage waiver (CDW) or loss damage waiver (LDW). If traveler approves these charges the cost will not be reimbursed. Exception: If the traveler rents from a non-contracted agency, the traveler must confirm primary coverage and purchase collision damage insurance. This coverage is reimbursable. d. Expense — Mileage Privately Owned Vehicle i. Mileage is calculated via FDOT Map (City to City location) or odometer reading when using your POV at the rate of 0.445 per mile. If using odometer reading of address to address, then the traveler must complete required mileage log. See attachment.
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