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STANDARDIZED TRAVEL REGULATIONS
STATE
OF MICHIGAN Issued
by the Departments of CIVIL SERVICE and MANAGEMENT AND BUDGET
STANDARDIZED
TRAVEL REGULATIONS for STATE CLASSIFIED AND NON-CLASSIFIED
EMPLOYEES
Questions Concerning TheseRegulations
may be Directed to:
FOREWORD
The
Civil Service Commission is authorized to adopt travel regulations and rate schedules
for the reimbursement of expenses incurred by classified state employees in connection
with official state business.
The Department of Management and Budget,
by law, performs this function for non-classified employees and also is in charge
of format, processing and audit of expense forms and vouchers used by all employees.
Prior to January 1, 1972, the Department of Management and Budget established
reimbursement rates and regulations for all classified and non-classified state
employees. However, a December 23, 1971 Attorney General opinion determined that
the Civil Service Commission was legally responsible for such regulations in the
classified service. The Department of Management and Budget retained this authority
for employees in the non-classified service. The specific areas of jurisdiction
of each department are listed on page iii of this booklet.
Non-Classified Service
The Department of Management and Budget, with
approval of the State Administrative Board, has adopted these same regulations
to be applicable to those state employees in the non-classified service as provided
in Section 1, General, paragraph 1.2.
JURISDICTION
OF THE DEPARTMENT OF CIVIL SERVICE 1
. Authority to adopt travel rates and regulations for the reimbursement of members
of the classified service for expenses incurred on official state business. 2.
Authority to adopt rates to reimburse employees who elect to use a private car
in lieu of an available state car. 3.
Authority to ascertain that cash advances for travel in a reasonable amount are
made available to classified employees in order to avoid undue economic hardship.
The development of rules and regulations to cover such cash advances is to remain
with the Department of Management and Budget in accordance with PA 51 of 1948,
as amended. 4.
Authority to require that the departments establish reasonable rules and regulations
regarding the designation of official workstations. 5.
Authority to recognize unique situations and to grant exceptions to the travel
rates and regulations promulgated by the Civil Service Commission. 6.
The unfair application of any of the travel rates and regulations is grievable
under the grievance and appeals procedure of the Civil Service Commission.
JURISDICTION OF THE DEPARTMENT OF MANAGEMENT AND BUDGET
Based
on PA 431 of 1984 & Executive Order No. 1996-5: 1.
Authority to make and administer all travel rules and regulations covering employees
in the non-classified service. 2.
Authority to delegate pre-audit and certification duties to departments.
3. Authority to determine the type of certification required on each travel voucher
for all travel
expenses.
4. Authority to make and administer all rules and regulations covering the travel
card function. 5.
Authority to design, establish, and control travel expense forms, including format
and required content.
6. Authority to establish methods, time frequencies for submission, and reasonable
time limits for the reimbursement of travel expenses. 7.
Authority to establish rules and regulations covering the use of and rental rates
for state-provided vehicles. This includes establishing rules and regulations
as to when and under what circumstances an employee may be permitted to use a
private vehicle and be reimbursed by the State. 8.
Executive Order No. 1996-5 Authority to administer travel regulations and rate
schedules for reimbursement of expenses incurred by classified state employees
in connection with state business. REQUESTS
FOR EXCEPTIONS All
requests for exceptions to the Standardized Travel Regulations for classified,
and non-classified state employees should be forwarded to the Director, Vehicle
& Travel Services, Department of Management and Budget. Exceptions may be
approved only for reasons of business necessity.
TABLE OF CONTENTS
STANDARDIZED
TRAVEL REGULATIONS Section
1. General
2. Authority
for Travel
3. Cash Advances for Travel
4. Official Workstation
5.
Transportation
6. Reimbursement for Meals and Lodging
7. Miscellaneous Expenses-Reimbursement on Travel Vouchers
8. Expenses Not Allowable on Travel Vouchers
9. Special Exceptions to Regulations
RULES
AND PROCEDURES COVERING ACCOUNTING AND PREPARATION AND SUBMISSION OF TRAVEL EXPENSE
VOUCHER
10. Accounting for Travel Advances
11. Preparation and Submission of Travel Expense Voucher
12. Internal Revenue Service Reporting Requirements
DEFINITIONS
REFERENCES
STANDARDIZED TRAVEL REGULATIONS
SECTION
1--GENERAL 1.1
Classified State Civil Service. These regulations shall govern all employees
in the classified state civil service of all departments and agencies of the State,
regardless of source of funds. These regulations do not affect, expand, or lessen
terms and conditions of employment of employees under collective bargaining agreements.
The provisions of these regulations do not in all instances apply to such employees. 1.2
Non-Classified Service. - The
following are fully exempt from these regulations and travel vouchers will be
approved for payment as certified by the chief administrative officers of these
branches or their authorized representatives subject only to checks of arithmetical
accuracy:
-
Members of the Legislature and non-classified employees of the Legislature.
- Courts of Record and employees.
- The
following are exempt from these regulations for monetary limits only (all other
requirements of the regulations will apply) and will be allowed actual and necessary
expenses as certified by the traveler and approved by their authorized agent for
the agency:
-
Elected officials and their appointed deputies who are not members of the Civil
Service System.
-
Members of Boards and Commissions who receive no remuneration for their services
except travel expenses and those receiving a per diem for their services plus
traveling expenses.
- All
other non-classified employees are subject to these Standardized Travel Regulations,
regardless of source of funds.
1.3
Responsibility. All officers and employees traveling on official business
are expected to incur expenses in a prudent manner. Use of generally recognized
credit cards will be accepted as evidence of payment if supported by the usual
receipt form required to support cash payments, appropriately annotated. An itemized
receipt or statement chargeable to the traveler's private individual account will
be accepted as evidence of payment in lieu of paid receipts. Compliance with these
regulations is the responsibility of the executive head of each agency. The Department
of Management and Budget reserves the right to question travel vouchers which
appear to violate the intent of these regulations.
SECTION 2-AUTHORITY FOR TRAVEL
2.1
Authorization. All travel must be authorized and approved by the head of the
agency or designated representative; except that no designated representative
may approve his/her own voucher. 2.2
Interview for Positions. Candidates for positions may be allowed travel expenses
to be paid by the interviewing department at rates not in excess of those established
by these regulations. 2.3
Persons Authorized to Travel at State Expense:
- State Employees
Any full-time or part-time
classified or non-classified employee whose salary is paid by the State.
- Non-State
Employee
- Consultants,
board members, advisors who are called upon to contribute time and services on
either a paid or free basis and whose travel has had prior authorization by a
department or agency head.
- Candidates
for executive or professional positions whose travel has had prior authorization
by the department or agency head.
SECTION 3- CASH ADVANCES FOR TRAVEL
3.1
Cash Advances. State agencies are authorized to make travel advances for specific
periods of time to employees traveling on state business, subject to agency administrative
decision. Refer to the Guide to Government procedure 1210.11 IMPREST CASH.
SECTION 4-OFFICIAL WORKSTATION
4.1
Designation. Departments are authorized to establish reasonable rules and
regulations regarding the designation of official workstations provided that the
entire Lansing metropolitan area shall be designated as one official workstation
to incorporate the corporate limits of the City of Lansing, East Lansing, Martin
Luther King Blvd. establishments, Capital City Airport, State Secondary Complex,
and other adjacent offices and/or facilities. 4.2
Office Employees. The official workstation of an officer or employee assigned
to an office is the city or
town in which the office is located. 4.3
Field Employees. The official workstation of a field employee shall be the
city or town in which the employee has his/her headquarters, or the city or town
nearest to the area where the majority of his/her work is performed, or such other
city, town or area as may be designated by the agency head provided that in all
cases such designation must be in the best interest of the State. 4.4
Shown on Voucher. The official workstation of the employee shall be shown
on each travel voucher in the space provided. 4.5
Changes in Official Workstation. - With
prior approval of the employing department, a continuing employee and one additional
family member will be allowed three (3) round trips to a new official workstation
(when transfer is made for the benefit of the department) for the purpose of securing
housing. Travel, lodging, and food costs will be covered up to nine (9) calendar
days for all three trips under Standardized Travel Regulations.
- The
employee will be allowed standard travel allowances up to 60 calendar days, including
weekends and holidays, at the new workstation until such time as he/she changes
residence. In cases of hardship in securing or occupying new residence, a department
head may grant an extension. In no case shall the total period exceed 180 calendar
days.
SECTION
5-TRANSPORTATION
General:
The Department of Management and
Budget, has statutory authority to serve as the primary motor vehicle control
agency; formulate vehicle usage policy; maintain fleet operations; and establish
conditions for the use of private vehicles on official business. 5.1
Routing of Travel. All travel must be by a usually traveled route (mileage
by freeways acceptable). In case a person travels by an indirect route for their
own convenience, any extra costs shall be borne by the traveler and reimbursement
for expenses will be based only on such charges as would have been incurred by
a usually traveled route. If travel by most direct route is not possible because
of construction, detour, or other legitimate reason, the claim for the additional
mileage should be separately stated and explained on the reimbursement voucher. 5.2
Transportation by Common Carrier. The Department of Management and Budget,
Vehicle and Travel Services contracts with one travel agency to handle airline
and travel reservations. - Limitation
of Fares
- Railroads.
The fare for transportation on any trip should not exceed the regular first class
fare. Sleeping car accommodations, i.e., bedroom or compartment, will be allowed
only when the traveler certifies on his/her voucher that no roomette was available
or the agency head certifies that special accommodations were required. Parlor
car accommodations are allowable when trip is more than two (2) hours in duration.
- Air travel.
The use of commercial airlines or state aircraft is permitted when it is to the
advantage of the State, measured by both comparative travel costs and the time
of the traveler. The State's contract travel agency will provide commercial airline
costs and schedules. Michigan Department of Transportation, Bureau of Aeronautics,
will provide state aircraft costs and schedules.
All
travelers should purchase the least expensive accommodations available on any
one flight. Persons choosing to use first class air transportation when a less
expensive fare is available must reimburse their department for the additional
cost. First class fare will be allowable only when the travel agent certifies
that less expensive accommodations were not available. - Rental
Car. Rental cars are permitted when in travel status if it is to the mutual benefit
of the department and employee. Arrangements are to be made through the contracted
travel agency.
- Rental
car insurance is not reimbursable and should be denied please refer to Guide to
Government procedure 0820.01 INSURANCE AND INSURANCE-RELATED SERVICES.
- Cash
Fares. Receipts are required for all cash fares claimed on the travel voucher
as reimbursable items.
- Round
Trip Tickets. Round trip tickets shall be secured whenever practical and economical.
- Insurance.
Insurance coverage for persons traveling by common carrier is not allowable as
reimbursable expense.
5.3
Transportation by Private Vehicle.
- Usage
Requirements. The use of privately owned vehicles for official travel in lieu
of state-provided vehicles or common carrier may be authorized by the agency head.
For procedures refer to the Guide to Government procedure 0410.07 USE OF PRIVATELY
OWNED VEHICLES.
If
out-of-state travel (mileage plus lodging, meals, toll charges, and travel time
en route see Computation of Mileage) amounts to more than the contracted air fare,
reimbursement will be limited to air fare plus taxi charges to and from airport
only. An employee
driving a privately owned vehicle may start and terminate the field assignment
at their home or official workstation, at the discretion of the agency head, provided
that reimbursement for such mileage will be based on the State Department of Transportation
map mileage, or by an industry mileage calculator. Where assignments start and/or
terminate at the employee's home, reimbursement will be based from the home to
the field assignment and return but in no case shall such mileage charge exceed
that had the assignment started and terminated at the official workstation.
- Reimbursement Rates. See
published Rate Schedule for mileage rates, and the Guide to Government procedure
0410.07 USE OF PRIVATELY OWNED VEHICLES for the use of a privately owned vehicle
on state business.
- Computation
of Mileage. Vicinity mileage necessary for conduct of official business is allowable
and must be shown as a separate item on the voucher. When, however, such mileage
is in excess of 50 miles in any one day the charge should be supported by a listing
of the vicinity itinerary in sufficient detail to justify the mileage claimed.
No reimbursement will be allowed for travel between an employee's home and official
workstation.
Out-of-state
point to point mileage will be that shown in a nationally recognized road atlas
or an industry mileage calculator. If the out-of-state driver chooses to travel
by toll roads and/or bridges, reimbursement will still be on the road atlas mileage
plus road and bridge tolls. It is assumed that out-of-state drivers on extended
trips will average 400 miles a day. Reimbursable subsistence will be limited to
the number of days required to complete the travel at that rate. Receipts are
not required for toll roads and bridges. In
state mileage must be shown from point to point and will be allowed on the basis
of the current Department of Transportation map of Michigan or by an industry
mileage calculator. - Reimbursable
Expenses.
- Parking
charges, including metered parking. Receipts are to be attached to the travel
voucher if obtainable.
- The
purchase of daily parking permits for entry into state parks on official business
is reimbursable. The purchase of annual state park permits is reimbursable, with
approval of authorized department officials.
- Bridge
and road toll charges are reimbursable, no receipts are required.
- Employees who are required
to drive a privately owned vehicle to a state car pool for the purpose of picking
up a state vehicle for official travel may be reimbursed for the parking of their
private vehicles if free parking is not available. Such expense is reimbursable
as a regular item of travel expense provided a state vehicle is requisitioned
and used on the same day or days. This item is for parking costs that are caused
by travel status.
- Non-Reimbursable
Expenses.
- No
mileage will be allowed for travel between an employee's home and their official
workstation.
- There
will be no reimbursement for normal everyday parking costs that the employee pays
when they are not in travel status.
- The
State does not pay for parking tickets.
- Charges
for gasoline, lubrication, repairs, antifreeze, towage, and other similar expenditures
will not be allowed as reimbursable items when privately owned vehicles are used.
- Automobile
Insurance Coverage. The owner/driver's insurance company covers personal vehicles
used on approved state business for collision damages. (Private auto policy collision
deductibles are not paid by the State, nor are they reimbursable.) The owner/driver's
insurance company pays first for all liability claims, with the State's self-insurance
program covering any excess limits. Refer to the Guide to Government procedure
0820.01 INSURANCE AND INSURANCE-RELATED SERVICES.
5.4
Transportation by State-Provided Vehicle. - Policy
and Procedures. The requisition and use of state-provided motor vehicles under
the jurisdiction of Vehicle and Travel Services are covered by procedure 0410.02
MOTOR VEHICLE ASSIGNMENT in the Guide to Government. Other state provided vehicles
are covered by rules of the respective agencies owning the equipment. The assigned
number of a state provided vehicle must be shown on the travel voucher in the
space provided.
- Reimbursable
Expenses.
- State
provided vehicles are furnished to agencies at a mileage rate sufficient to cover
all costs of operation and maintenance. The only expenses in connection with state
provided vehicles, which can be claimed on a travel voucher as reimbursable expenses
when supported by receipts, are:
- Parking
Charges
(1) Reimbursement
for parking charges, including metered parking; except that receipts are to be
attached to the travel voucher if obtainable. This includes a storage charge for
parking. (2) The
purchase of daily parking permits for entry into state parks on official business
is
reimbursable. The purchase of annual state park permits is reimbursable
with approval of an authorized department official. - Any
other cash expenditures in connection with the use of state provided vehicles
must be claimed from Vehicle and Travel Services in accordance with the established
rules, procedure 0410.04 MOTOR VEHICLE USE - GENERAL PROVISIONS in the Guide to
Government. Only vehicle operational expenditures are reimbursable. Cash expenditures
should occur only in an emergency situation.
- Non-Reimbursable
Expenses.
- The
State does not pay for parking tickets.
- Automobile
Insurance Coverage. State owned or leased vehicles are covered through the State
of Michigan self-insurance program. Refer to the Guide to Government procedure
0820.01 INSURANCE AND INSURANCE-RELATED SERVICES.
SECTION 6--REIMBURSEMENT FOR MEALS AND LODGING EXPENSE
General:
The
Civil Service Commission establishes reimbursement rates for meals, lodging, and
incidentals based on joint recommendation of the Department of Management and
Budget and the State Personnel Directors. Proposed rates are based on Civil Service
Commission adopted methods and industry indexes. 6.1
Methods. Two methods of reimbursement for meals and lodging expenses are provided
under these regulations, (1) Meal Allowance plus actual lodging charge not in
excess of maximum allowance, and (2) Per Diem Allowance. It is the responsibility
of each agency to maintain a list of all employees being reimbursed on a per diem
basis. The per diem basis shall be established when it is to the mutual benefit
of the department and employee. Shifting from one method to the other is not permitted
except when the original condition under which per diem was established changes.
Employees traveling out-of-state will be reimbursed as provided in paragraph 6.7,
and that portion of paragraph 6.8 pertaining to conventions. 6.2
Maximum Rates. The published Rate Schedule represents the maximum approved
rates for classified employees. In any case where an employee's projected tour
of travel requires an extended stay at a temporary workstation, it is expected
that the allowances will be lower than those regularly authorized for travel in
the locality. Employees shall be entitled to be reimbursed for their actual expenses,
which do not exceed the maximum rate unless the department has received approval
from Vehicle and Travel Services for a schedule of rates less than maximum. Each
department must submit a statement indicating its compliance with, or its exceptions
to, these regulations. 6.3
Meal Allowances Plus Actual Lodging Charge. The maximum daily meal and lodging
allowances for regular travel within the state are indicated in the published
Rate Schedule. Allowances
for individual meals will be based on the following schedule: Breakfast--When
travel commences prior to 6:00 a.m. and extends beyond 8:30 a.m. Lunch--When
travel commences prior to 11:30 a.m. and extends beyond 2:00 p.m. Dinner--When
travel commences prior to 6:30 p.m. and extends beyond 8:00 p.m. Midnight
Lunch-Shall be at lunch rate if travel and work extends beyond midnight. When
an employee is entitled to a full day's allowance for meals, the amount expended
for any particular meal is left to the discretion of the employee but the total
for all meals in one day shall not exceed the maximum allowable. The amount claimed
for meals in any one day may be shown on the voucher in a lump sum. When traveling
on trains the maximum meal allowances will be in accord with the published Rate
Schedule; employees on an in-state per diem basis are not entitled to any extra
meal allowance, but sleeping car accommodations are allowable with a corresponding
deduction equivalent to the in-state partial day lodging. Only
the actual lodging expenses paid, not to exceed the maximum plus tax, is allowable
with a receipt. Sales
or use taxes, applicable to lodging charges, are reimbursable in addition to the
regular lodging allowance.
Altered
Receipts Please refer to the Receipts section of the Guide to Government procedure
0420.02 TRAVEL EXPENSE VOUCHER. Lodging
Charges for Multiple Occupancy Please refer to the Guide to Government procedure
0420.02 TRAVEL EXPENSE VOUCHER.
6.4 Per Diem Allowance In-State. The maximum per diem allowance in lieu
of meals and lodging allowances provided under paragraph 6.3, shall be according
to the published Rate Schedule. Lesser rates should be established in all cases
where actual travel costs do not justify the maximum rate. The per diem allowance
will be held to include all charges for meals and lodging. For any period less
than a full day the allowance shall be as in the Rate Schedule. Travelers on in-state
per diem status will be allowed lodging per published Rate Schedule when a partial
day involves overnight accommodations.
6.5
Day Defined. In computing the per diem allowance for continuous travel of
more than 24 hours, the hour of departure shall be considered as the beginning
of the day and for each full 24-hour period thereafter the employee shall be entitled
to the authorized per diem allowance. Examples: 1
. Departure-June 1, 9:00 a.m.
Return-June 5, 8:30 p.m.
Allowed-4 full
days per diem (9:00 a.m. to 9:00 a.m.) plus lunch and dinner on June 5. 2.
Departure-June 1, 3:00 p.m.
Return-June 2, 10:30 a.m.
Allowed-Dinner,
lodging, breakfast
Travel starting or ending at noon or midnight should be
so designated and not shown as a.m. or p.m. 6.6
No Allowance at Home or Official Workstation. Allowances for meals and/or
lodging cannot be authorized for an employee at their home or official workstation,
except employees in attendance at conferences or meetings as provided in paragraph
6.8. 6.7 Out-of-State
Travel. - Within
the continental United States, excluding Alaska, Hawaii, and Puerto Rico. An employee
traveling out-of-state on official business may be reimbursed on either an actual
or per diem basis according to the published Rate Schedule. The employee must
elect one basis for the entire trip. Reimbursement in-state while en route to
or from an out-of-state assignment will be allowed at out-of-state rates.
- Reimbursement for travel
outside the continental boundaries of the United States, Alaska, Hawaii, and Puerto
Rico will be at the Federal Schedule, a current copy of which is available from
the Department of Management and Budget, Vehicle and Travel Services.
6.8
Conventions, Conferences, Meetings. The following rules have special application
to conventions, conferences, and meetings which employees are required to attend
as official representatives: - For
attendance at any convention or other formal gathering called by an independent
organization, over which the State agency has no control, actual meal and lodging
expenses at the convention location will be allowed if approved by the certifying
officer of the agency.
- For
attendance at any in-state, prearranged meeting or gathering called by a commission,
department or agency head, actual meal and lodging expenses will be allowed according
to Rate Schedule for group meetings for each employee or official guest. Advance
approval of Vehicle and Travel Services is required for any charges in excess
of these amounts. An employee in travel status on a per diem basis while attending
a meeting of this kind shall reduce his/her claim by an amount equivalent to the
meal allowance established in the in-state per diem rate schedule.
- For attendance at impromptu
or informal meetings or conferences not previously arranged and approved, and
which involves both employees who are at their work or home stations and others
who are not, reimbursement for all will be at rates not in excess of the regular
meal allowance.
- For
required attendance at any meeting of their governing board or commission, employees
will be reimbursed for their actual meal and lodging expenses supported by receipts
for lodging.
- Employees
required to attend any prearranged meeting called by an independent organization,
and held at the employee's official work station, shall be reimbursed for meal
expenses in accordance with the established rates, providing such meeting ends
2 1/2 hours or less prior to the beginning of the official work shift or begins
2 1/2 hours or less after the end of the official work shift. The employee must
be representing their department at such meetings, and it must be established
that it was not practical for the employee to return to their residence for the
meal.
6.9
Lodging or Meals Furnished by State Institutions or Facilities. In no case
shall an employee who is furnished lodging or meals without charge by a state
institution or facility be entitled to the allowance provided by these regulations.
For each meal furnished without charge, the employee, if on per diem basis, shall
reduce their claim by an amount equivalent to the meal allowance, and for each
lodging furnished their claim shall be reduced by an amount equivalent to the
partial day lodging allowance in the Rate Schedule. 6.10
Non-work Days During Tour of Travel. An employee will be considered to be
in travel status on non-work days unless they return to their official workstation
or home, or the non-work day is immediately preceding or followed by a period
of annual leave. At the discretion of the agency head, an employee may be required
to return to their official workstation or home for non-work days. In cases where
an employee voluntarily returns to their official workstation or home for non-work
days, the allowable expense shall not exceed two days in-state per diem allowance
in any weekend. 6.11
Annual or Sick Leave During Tour of Travel. Employees may take annual leave
during a tour of travel with approval of the agency head. However, in no case
shall travel expense be allowed while in annual leave status. Whenever an employee
in travel status becomes incapacitated due to illness or injury which is allowable
as sick leave under rules of the Civil Service Commission, they may be continued
in travel status for a period not to exceed 7 calendar days at rates not to exceed
the meal and lodging charges as provided in these regulations. SECTION
7--MISCELLANEOUS EXPENSES REIMBURSEMENT ON TRAVEL VOUCHERS 7.1
Miscellaneous Expense--General. It is expected that miscellaneous expenses
incidental to official state travel will be held to the minimum amount required
for essential and efficient conduct of state business. The traveler as well as
the agency head or authorized representative approving the travel voucher will
be held responsible for certification of all items of expense as being necessary
and correct. The following rules are established as guides for the traveler and
the approving officials and should not be considered as making all claims for
these items allowable without question.
7.2
Attendance at Funerals. Employees designated as official representatives of
an agency for attendance at a funeral may claim reimbursement for travel expenses
subject to the limitation of these regulations, 7.3
Taxicab. Necessary taxicab fares from home or office to station or other terminal,
and from station or other terminal to home or office, is allowable. Taxicab fares
at a temporary workstation are allowable where unusual conditions do not permit
the use of public transportation. A statement explaining the necessity must be
made on the voucher in the latter case. 7.4
Telegrams/Fax. Charges are allowable when necessary for official business
when letters will not suffice. A copy of each message must be attached to the
voucher. Personal messages must not be sent at State expense. 7.5
Telephone. Charges are allowable when necessary for official business when
telegrams or letters will not suffice. Dates, place, and person called and nature
of business must be shown on the voucher for all calls. The most economical rate
available for a telephone call should be used. The State is exempt from payment
of the federal excise tax and this tax should not be paid in any case where it
is possible to get tax exemption. 7.6
Incidental Expenses. Reimbursement for incidental expenses will be allowed
as per Rate Schedule. 7.
7 Business Expense. Charges for handling business equipment and baggage are
allowable when such charges are incurred as a necessary expense of the trip and
not for the convenience of the traveler. The actual cost of handling equipment,
displays, etc., is allowable when fully explained and justified. 7.
8 Guest Meals. The cost of guest meals is allowable only if it can be shown
that such cost was incidental and necessary to the conduct of official state business.
In no case will the amount allowed be in excess of the maximums established in
these regulations for group meetings. Full explanation must be given on the voucher,
including the name of and position held by the guest. Meal expense for no more
than 5 non-state guests, invited for a meal only, for consultation and advice
on matters of state business, may be reimbursed at actual cost not to exceed Group
Meeting rates. An identification of state business must be stated on the voucher.
Participating state employees may be reimbursed at the group rate. 7.9
Registration Fees. Enrollment or registration fees for conventions and meetings
of associations or organizations are allowable for employees attending as official
representatives of the state. Receipts must be attached. A program, literature,
or receipts must be attached showing whether or not meals are included in the
fees. If an employee is traveling on a per diem basis and meals are included in
the registration fee, corresponding deductions shall be made based on the schedule
for separate meals. 7.10
Rental of Rooms. Expenses for rental of special hotel rooms for meetings will
be approved only when state-owned facilities are not available. Approval from
the department head is required. Receipts are required. 7.11
Samples or Evidence. Explanation of purchase, and receipts where practical,
must be attached to the voucher. 7.12
Postage. Small amounts of postage will be allowed as needed. Frequent travelers
should provide themselves with perforated stamps from agency supplies. When overnight
delivery is necessary reimbursement will be made with a receipt and explanation
attached to the travel voucher.
SECTION
8-EXPENSES NOT ALLOWABLE ON TRAVEL VOUCHERS 8.1
Civil Service Examinations. Travel expenses of state employees for the sole
purpose of taking Civil Service Commission examinations, written or oral, are
not allowed under any circumstances. 8.2
Other Expenses--General. The following expenses which are occasionally incurred
in connection with official business while in travel status cannot be claimed
on a travel voucher as reimbursable items. These items of expense should be paid
by manual warrant, if permitted under the rules for use of that fund or submitted
for payment on payment voucher forms. - Personal
Service Expense. Expenses incurred for casual stenographic or typewriting services
essential to conduct of state business must be submitted on a payment voucher
with receipts attached and full explanation.
- Other
Miscellaneous Expenses. Any miscellaneous expenses incurred by a traveler while
conducting official state business, not clearly allowable as reimbursable expense
on travel vouchers under Section 7 above, must be submitted on Payment Voucher
Form A-30 with a receipt if cash payment is made.
8.3
Alcoholic Beverages. Expenses incurred for alcoholic beverages are not allowable
as reimbursable expenses on a travel or payment voucher. SECTION
9--SPECIAL EXCEPTIONS TO REGULATIONS 9.1
Requests. The Department of Management and Budget has authority to approve
individual exceptions to the travel reimbursement rates for reasons of business
necessity. Requests for changes in the rules or regulations governing classified
employees should be submitted to the Director, Vehicle and Travel Services, Department
of Management and Budget for review. The Department of Management and Budget and
the State Personnel Director will submit proposed changes to the Civil Service
Commission. Request for general changes governing the non-classified work force
may submit recommendations to the Director, Vehicle and Travel Services, Department
of Management and Budget.
. SECTION
10-ACCOUNTING FOR TRAVEL ADVANCES General:
Department of Management and Budget rules and procedures covering accounting
for travel advances, preparation and submission of travel expense vouchers are
referred to in the Travel Advance section of procedure 1210.11 IMPREST CASH in
the Guide to Government.
SECTION
11--PREPARATION AND SUBMISSION OF TRAVEL EXPENSE VOUCHER General:
For instruction regarding the preparation and submission of Travel Expense
Vouchers please refer to procedure 0420.02 TRAVEL EXPENSE VOUCHER in the Guide
to Government.
SECTION 12--INTERNAL REVENUE SERVICE REPORTING REQUIREMENTS
General:
The following reimbursements are required by the IRS to be reported on
an employee's W-2 as "Other Compensation." Please refer to the appropriate
procedure in the Guide to Government. - Premium
Mileage. Please refer to procedure 0410.07 USE OF PRIVATELY OWNED VEHICLES in
the Guide to Government.
- Meals.
Please refer to procedure 0420.02 TRAVEL EXPENSE VOUCHER in the Guide to Government.
- Personal
Use of State Provided Vehicles. Please refer to procedure 0410.02 MOTOR VEHICLE
ASSIGNMENT, and 1220.07 PERSONAL USE OF STATE PROVIDED VEHICLE in the Guide to
Government.
- Moving
Expenses. Please refer to procedure 0430.01 PAYMENT OF HOUSEHOLD MOVING EXPENSES,
and 1220.03 MOVING ALLOWANCES in the Guide to Government.
DEFINITIONS ACTUAL
EXPENSE Payment of authorized actual expenses incurred, up to the limit prescribed
in the published Rate Schedule. AGENT
Designated by the Department Director to authorize expenditures. CONFERENCE
A meeting, retreat, seminar, symposium, training, or event that involves attendee
travel. GROUP
MEETING When a meeting is called by a Commission, Department Head or Agency
Head. Can include training, conventions, conferences, workshops, and other departmental
functions. HOME
The city of residence which is the postal address of record to include the corporate
limits of the city or town. INCIDENTAL
EXPENSE Fees and tips given to porters, baggage carriers, bellhops, hotel
maids, laundry, cleaning and pressing clothing. MEAL
Continental breakfast, snack or drink services on planes, at hotels or conventions
are not considered a meal. A meal is a reimbursable actual expense the employee
incurs during travel within the defined schedule in Section 6.3. MILEAGE
CALCULATOR An on-line routing or mapping engine i.e. MapQuest.com, Yahoo Driving
Directions. MIDNIGHT
LUNCH A meal that takes place after 12 o'clock midnight during work when an
employee is in travel status. PREMIUM
RATE The rate of reimbursement to an employee who has prior approval to use
a private vehicle or when a State vehicle is unavailable to the employee. This
is commonly referred to as the Private Car Rate, or the IRS Business Mileage Reimbursement
Rate. PRIVATE
VEHICLE A vehicle registered to a person or company other than the State of
Michigan. PUBLISHED
RATE The current reimbursement rates approved by the Civil Service Commission.
SCHEDULE The Rate schedule can be found on the State of Michigan website
at
http://mainweb.state.mi.us/travel.htm
or can be obtained from Vehicle and Travel Services. STANDARD
RATE The rate of reimbursement to an employee who has elected to drive a private
vehicle in lieu of a state provided vehicle. This rate is established yearly and
is based on the Vehicle and Travel Services mid size car rate. STATE
PROVIDED VEHICLE A vehicle provided by the State of Michigan to individual
departments or employees. TRAVEL
STATUS When an employee is required to travel for the purpose of business
outside of their normal daily work schedule or office.
REFERENCES
FEDERAL PER DIEMS Per diems established by the Secretary of State for foreign
travel and travel in Alaska, Hawaii, Puerto Rico and other possessions of the
United States. Individual per diems can be obtained from Vehicle and Travel Services.
GUIDE TO GOVERNMENT
This reference is published by the Department of Management and Budget. It can
be found on the travel website at http://mainweb.state.mi.us/travel.htm under
Gov't Reference. Or check the DMB website. HANDBOOK
FOR STATE Information regarding travel services available through the contracted
travel agency. GOVERNMENT
TRAVEL Describes the travel program and services available and the phone numbers
to contact Spartan Travel or the emergency services. This information is on the
travel website at http://mainweb.state.mi.us/travel.htm
, or at http://www.state.mi.us/dmb/mgmtserv/vts PUBLISHED
RATE The current reimbursement rates approved by the Civil Service Commission.
SCHEDULE The Rate Schedule can be found on the State of Michigan website
at
http://mainweb.state.mi.us/travel.htm
or can be obtained from Vehicle and Travel Services and it's website.
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