§ 803. Reimbursement.

(a)

Prior to travel, a commissioner must choose whether to receive a per diem allowance or to receive reimbursement for actual expenditures.

(b)

The per diem allowance will substitute for reimbursement for meals and incidental expenses. Since the commissioner will not be reimbursed for meals and incidental expenses, receipts are not required. The amount of the per diem allowance is based on the city where the conference or meeting occurs and is the amount published by the U.S. General Services Administration. See www.gsa.gov/perdiem.

(c)

Unless a commissioner has elected to receive a per diem allowance, prior to travel he or she may request a UG procurement card for the purpose of paying for travel-related expenses.

(d)

The administrative staff assigned to the commission shall be responsible for making necessary travel arrangements for commissioners, including reservations for air transportation, hotel, and rental cars.

(e)

Authorized expenses.

(1)

Authorized expenses include conference fees, transportation, lodging, meals, related gratuities (cannot exceed 15 percent), parking, airport parking, airline baggage fee, taxi fare, and business-related telephone calls.

(2)

Transportation.

a.

For travel by air, allowable expense is the amount equal to the cost of the lowest available round trip airfare for the date and time the commissioner is able to travel. An airline baggage fee of one bag per commissioner is allowable.

b.

Travel by privately-owned vehicle is reimbursable at the current unified government reimbursement rate plus tolls.

c.

Reimbursement for travel out-of-state by privately-owned vehicle shall not exceed the amount of the lowest available direct airfare; shall be limited to business-related mileage; and shall not include lodging, meals, and other expenses en route that would not be necessary if commercial transportation were used.

d.

Commissioners will be reimbursed for the actual cost, including tips, of ground transportation to and from meeting facilities. Limousine service is authorized when the expense is equal to or less expensive than a taxi or other shuttle service.

e.

Rental cars are authorized only when taxi, limousine, or shuttle service is unavailable or is more expensive.

(3)

Lodging.

a.

Lodging costs are reimbursable only for commercial lodging establishments.

b.

Reimbursement will be allowed for the reasonable cost of a double room. If the commissioner is attending a conference or scheduled meeting where lodging is designated, the cost of such lodging at that facility or another facility of equal cost will be presumed reasonable.

(4)

Meals.

a.

Unless a per diem allowance is elected, reimbursement will be made for meal expenses incurred while on unified government business, unless meals are provided as part of the conference or meeting.

(f)

Non-authorized expenses.

(1)

The following expenses are not authorized: expenses for family members or companions, personal entertainment, fees for athletic or exercise facilities, golf or tennis fees, fees for in-room movies, personal telephone calls, and alcoholic beverages.

(g)

Reimbursement procedures.

(1)

Unified government procurement cards may be used in lieu of reimbursement.

(2)

Itemized receipts for all reimbursable expenses must be submitted unless the Commissioner has elected the per diem allowance.

(3)

If a commissioner has elected the per diem allowance, no meals may be charged on the unified government procurement card.

(4)

Gratuities shall not exceed 15 percent.

(Res. No. R-13-13, § 1, 2-7-2013)