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[Utah Administrative Code Table of Contents]
[Title R025. Table of Contents]
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.
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.
R25-7-3 Definitions.
(1) "Agency" means any department, division, commission, council, board, bureau, committee, office, or other administrative subunit of state government.
(2) "Boards" means policy boards, advisory boards, councils, or committees within state government.
(3) "Department" means all executive departments of state government.
(4) "Finance" means the Division of Finance.
(5) "Per diem" means an allowance paid daily.
(6) "Policy" means the policies and procedures of the Division of Finance, as published in the "Accounting Policies and Procedures."
(7) "Rate" means an amount of money.
(8) "Reimbursement" means money paid to compensate an employee for money spent.
(9) "State employee" means any person who is paid on the state payroll system.
R25-7-4 Eligible Expenses.
(1) Reimbursements are intended to cover all normal areas of expense.
(2) Requests for reimbursement must be accompanied by original receipts for all expenses except those for which flat allowance amounts are established.
R25-7-5 Approvals.
(1) For insurance purposes, all state business travel, whether reimbursed by the state or not, must have prior approval by an appropriate authority. This also includes non-state employees where the state is paying for the travel expenses.
(2) Both in-state and out-of-state travel must be approved by the department head or designee.
(3) Exceptions to the prior approval for out-of-state travel must be justified in the comments section of the Request for Out-of-State Travel Authorization, form FI 5, or on an attachment, and must be approved by the Department Director or the designee.
(4) The Department Director, the Executive Director, or the designee must approve all travel to out-of-state functions where more than two employees from the same department are attending the same function at the same time.
R25-7-6 Reimbursement for Meals.
(1) State employees who travel on state business may be eligible for a meal reimbursement.
(2) The reimbursement will include tax, tips, and other expenses associated with the meal.
(3) Allowances for in-state travel differ from those for out-of-state travel.
(a) The daily travel meal allowance for in-state travel is $26.00 and is computed according to the rates listed in the following table.
Meals Rate Breakfast $5.00 Lunch $7.00 Dinner $14.00 Total $26.00
(b) The daily travel meal allowance for out-of-state travel is $34.00 and is computed according to the rates listed in the following table.
Meals Rate Breakfast $8.00 Lunch $9.00 Dinner $17.00 Total $34.00
(4) When traveling to premium cities (New York, Los Angeles, Chicago, San Francisco, Washington DC, Boston, and Atlanta), the traveler may choose to accept the per diem rate for out-of-state travel or to be reimbursed at the actual meal cost, with original receipts, up to $50 per day.
(a) The traveler must be entitled to all meals for the day in order to qualify for premium rates for a given day.
(b) The traveler must use the same method of reimbursement for an entire day.
(c) Actual meal cost includes tips.
(d) Alcoholic beverages are not reimbursable.
(5) When traveling in foreign countries, the traveler may choose to accept the per diem rate for out-of-state travel or to be reimbursed at the reasonable, actual meal cost, with original receipts.
(a) The traveler may combine the reimbursement methods during a trip; however, he must use the same method of reimbursement for an entire day.
(b) Actual meal cost includes tips.
(c) Alcoholic beverages are not reimbursable.
(6) The meal reimbursement calculation is comprised of three parts:
(a) The day the travel begins. The traveler's entitlement is determined by the time of day he leaves his home base (the location the employee leaves from and/or returns to), as illustrated in the following table.
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter a.m. a.m. p.m. p.m. 12:01-6:00 6:01-noon 12:01-6:00 6:01-midnight *B, L, D *L, D *D *no meals In-State $26.00 $21.00 $14.00 $0 Out-of-State $34.00 26.00 $17.00 $0 *B=Breakfast, L=Lunch, D=Dinner
(b) The days at the location.
(i) Complimentary meals of a hotel, motel, and/or association and meals included in the registration cost are deducted from the total daily meal allowance.
(ii) Meals provided on airlines will not reduce the meal allowance.
(c) The day the travel ends. The meal reimbursement the traveler is entitled to is determined by the time of day he returns to his home base, as illustrated in the following table.
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter a.m. a.m. p.m. p.m. 12:01-6:00 6:01-noon 12:01-7:00 7:01-midnight *no meals *B *B, L *B, L, D In-State $0 $5.00 $12.00 $26.00 Out-of-State $0 $8.00 $17.00 $34.00 *B=Breakfast, L=Lunch, D=Dinner
(7) An employee may be authorized by his Department Director or designee to receive a meal allowance when his destination is at least 100 miles from his home base and he does not stay overnight.
(a) Breakfast is paid when the employee leaves his home base before 6:01 a.m.
(b) Lunch is paid when the trip meets one of the following requirements:
(i) The employee is on an officially approved trip that warrants entitlement to breakfast and dinner.
(ii) The employee leaves his home base before 10 a.m. and returns after 2 p.m.
(iii) The Department Director provides prior written approval based on circumstances.
(c) Dinner is paid when the employee leaves his home base and returns after 7 p.m.
(d) The allowance is not considered an absolute right of the employee and is authorized at the discretion of the Department Director or designee.
R25-7-7 Meal Per Diem for Statutory Non-Salaried State Boards.
(1) When a board meets and conducts business activities during mealtime, the cost of meals may be charged as public expense.
(2) Where salaried employees of the State of Utah or other advisors or consultants must, of necessity, attend such a meeting in order to permit the board to carry on its business, the meals of such employees, advisors, or consultants may also be paid. In determining whether or not the presence of such employees, advisors, or consultants is necessary, the boards are requested to restrict the attendance of such employees, advisors, or consultants to those absolutely necessary at such mealtime meetings.
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, metropolitan Salt Lake City (Draper to Centerville), Ogden city, and Provo/Orem city. In these areas, the rates are:
(a) Moab - $65 per night plus tax
(b) Metropolitan Salt Lake City (Draper to Centerville) - $68 per night plus tax
(c) Ogden city 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 51A or FI 51.
(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 51.
(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.
R25-7-9 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.
(a) Tips for maid service, doormen, and meals are not reimbursable.
(b) No other gratuities will be reimbursed.
(c) Include an original receipt for each individual incidental item above $20.00.
(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) Parking at the Salt Lake City airport will be reimbursed at a maximum of the airport long-term parking rate with a receipt.
(3) Registration should be paid in advance on a state warrant.
(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 he arrives, the agency is expected to process a Payment Voucher and have the traveler take the state warrant with him.
(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 or FI 51.
(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 made during stays of five nights or more.
(5) Allowances for personal telephone calls made while out of town on state business overnight will be based on the number of nights away from home.
(a) Four nights or less - actual amount up to $2.50 per night (documentation is not required for personal phone calls made during stays of four nights or less)
(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 longer than seven days, beginning after the seventh 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.
(a) This amount covers miscellaneous incidentals not covered in this rule.
(b) This allowance is not available for travelers going to conferences.
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 51.
(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 private vehicle use is reimbursed at the rate of 31 cents per mile.
(c) Exceptions must be approved in writing by the Director of Finance.
(d) Mileage will be computed from the latest official state road map and will be limited to the most economical, usually traveled routes.
(e) 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.
(f) 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.
(g) Departments may allow mileage reimbursement on an approved Travel Reimbursement Request, form FI 51A or FI 51, 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, allowable reimbursement will include allowable expenses for the same period of time that would have occurred had the employee flown, plus incidental expenses such as toll fees and parking fees.
(b) If the traveler drives a privately-owned vehicle, reimbursement will be at the approved mileage rate or the airplane fare, whichever is less, unless otherwise approved by the Department Director.
(i) The airline ticket cost in effect between 15 and 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 road mileage computed from the latest official state road map and is limited to the most economical, usually-traveled route.
(f) An employee may be reimbursed for rental of the aircraft and purchase of gasoline and oil instead of the amount per mile, with prior approval from the Department Director, when it is cost effective for the state.
(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.
[Indexing]
KEY: air travel, per diem allowance, state employees, transportation
September 1, 1999
[Editor's note: Below are references
to the Utah Code that are listed by the
agency making this rule as authority
for the rule.]
63A-3-107
63A-3-106
Notice of Continuation October 30, 1998
