[CAFR-Contacts-News] Update to the Statewide Travel Policy

[ROSS Kathryn * SCD SARS]

Hello Everyone,

 

The Statewide Travel Policy (OAM 40.10.00) has been updated and posted.

 

Changes to the current policy are effective January 1, 2012, and are
summarized below.

 

1.    Beginning January 1, 2012, Oregon Senate Bill 556 requires the
state to reimburse employees for private vehicle mileage based on the
GSA's two-tiered rate schedule.  

 

See Appendix A and B of the updated policy for details and examples:
http://www.oregon.gov/DAS/SCD/SARS/policies/oam/40.10.00.pdf

 

See Chapter 75 for new Form 75.40.05 - Authorization to Use Private
Vehicle.  Section 137 of the updated policy discusses the use of the new
form.  http://www.oregon.gov/DAS/SCD/SARS/policies/oam/75.40.05.FO.pdf

 

________________________________

This change will require 8 new comptroller objects. Agencies should use
the new comp objects to record reimbursements of private vehicle mileage
when such mileage is incurred on or after January 1, 2012.  

 

Agencies should continue to use the current comp objects to record
reimbursements of private vehicle mileage when such mileage is incurred
on or before December 31, 2011.

 

New Comptroller Objects - Full GSA Rate:

4109    INSTATE MILEAGE REIMBURSEMENT-FULL RATE

4162    OUT-OF-STATE MILEAGE REIMBRSMT-FULL RATE

4450    PROF DEV INSTATE MILE REIMB-FULL RATE

4452    PROF DEV OUT-OF-ST MILE REIMB-FULL RATE

 

New Comptroller Objects - Reduced GSA Rate:

4110    INSTATE MILEAGE REIMBURSMNT-REDUCED RATE

4163    OUT-OF-STATE MILEAGE REIMB-REDUCED RATE

4451    PROF DEV INSTATE MILE REIMB-REDUCED RATE

4453    PROF DEV OUT-OF-ST MILE REIMB-REDUC RATE

 

2.    Meals included in registration fees for conferences or seminars -
minor wording change; added bold subheading.  See paragraph 113.

 

3.    Complimentary meals - policy language clarified to align with the
Federal Travel Regulations which do not require a reduction in the daily
meal allowance.  See paragraph 114 and Appendix A.

 

4.    Taxability of meal per diem - policy language updated to
explicitly indicate that meal allowances paid in connection with
overnight travel status are nontaxable to the employee, while meal
allowances that do not involve an overnight stay are taxable income.
See paragraphs 115 and 116.  Please note this is not a policy change; it
is a clarification of existing language.

 

5.    Agencies' responsibility to make good travel decisions - a
paragraph was added to help agencies select the appropriate mode of
transportation based on GSA guidance. See paragraph 122.

 

Both the current and new policy are posted to the OAM. Agencies should
continue to use the current policy dated July 1, 2010, through December
31 and begin using the updated policy on January 1.

 

Thank you,

Kathy

 

Kathryn Ross

Statewide Accounting & Reporting Manager

Oregon State Controller's Division

155 Cottage Street NE, U-50

Salem, OR 97301

NEW Phone:  (503) 373-0265

Fax:  (503) 378-3514

http://oregon.gov/DAS/SCD/SARS

 

Data Classification: Level 1 - Published

 

 

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