Revised 12/5/2024 - New Board Members Handbook 23 e. Fuel – Cost of Fuel (only reimbursed when using rental car) i Submit signed and dated fuel receipts. ii Fuel should be purchased prior to returning the vehicle. Fuel purchased through rental car agency is not reimbursable. f. Parking (Self ) i The State only reimburses for self-parking unless valid justification is provided for utilizing valet parking (i.e. physical disability, only method of parking available, etc.). If claiming physical disability, you must supply a doctor’s note in order for Finance and Accounting to process this for payment. g. Tolls Paid i Submit actual tolls receipt or SUNPASS ledger from SUNPASS account showing tolls paid for dates of travel. h. Portage – Tips (Number of bags must be included) i Luggage handling at hotel, airport, etc. – limited to $1.00 per piece. No receipt required. (Justification: 3 bags at 1.00 each = $3.00) i. Cab Fare i Uber, Lyft or Taxi service is allowable. Limousine or other car services should not be used unless it can be shown as the most economical mode of travel. If not it will be at the expense of the traveler. ii Submit dated and signed receipts with explanation (airport to hotel, hotel to airport) for what mode of travel was used for. j. Board business calls or faxes made. k. Allowable tip calculation is 15% of subtotal charges. If traveler tips more than that amount it becomes non- reimbursable. l. Other: Specify any other expenses being claimed 7.2 Additional Reimbursement Information Prior to travel, board offices process an “Authorization to Incur Travel” for all board meetings to obtain approval for all travel expenses. Upon receipt of all required documentation, the OSS staff will validate requested reimbursement amounts against the approved “Authorization to Incur Travel.” If there are inconsistencies, without valid justification between the amount being claimed for reimbursement by traveler and the approved expenses, the authorized amount will govern. Board member and board staff shall be notified in those instances by OSS staff. If you are traveling prior to or beyond the board meeting, please obtain prior approval, provide justification and keep a complete itinerary of on-duty and off-duty dates and times. The itinerary is to be submitted along with other travel documents. Meals The traveler will receive reimbursement for meals, on a set rate, during travel based on the departure and return time of a travel event. It is not necessary for travelers to submit meal receipts to claim reimbursement for meals. Time criteria and meal allowances are defined as follows: Reimbursable amounts: n Breakfast: $6.00 (Travel begins before 6 a.m. – extending beyond 8 a.m.) n Lunch: $11.00 (Travel begins before 12 p.m. – extending beyond 2 p.m.) n Dinner: $19.00 (Travel begins before 6 p.m. – extending beyond 8 p.m.)
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