[Travel_Policy-News] Revised OAM Travel Policy

[SMYTH Scott * SCD SARS]

Travel Coordinators: 
Changes were made to the Statewide Travel Policy in the Oregon
Accounting Manual (OAM Policy 40.10.00.PO) and will become effective
November 1, 2009. The revised policy is the result of collaboration
among agencies who participated in last year's Travel Policy
discussions. Hopefully, we made confusing aspects of the travel policy
more clear, removed unnecessary text, and added helpful new language. We
appreciate the input and assistance provided by all of the agencies who
participated.  
 
Below is a summary of the changes made to the Statewide Travel Policy
(OAM 40.10.00.PO) in order of the policy: 
 
* Summary Section. Added "Appendix B: Mileage Reimbursement Examples".
 
*  .103  Out-of-state travel. Added: "For frequent non-overnight trips
out-of-state (i.e. once every other month or more often), it is
recommended that agencies keep authorizations on file.  The
authorizations should cover a specified length of time, which is
recommended not to exceed one year, at which point a new authorization
should be issued." We also clarified the language regarding agency head
approval of out-of-state travel.
 
*  .104 Policy Exceptions. Added "Policy exceptions for agency heads
should be made by the agency deputy director or CFO." 
 
*  .105 Personal Expenses. Added some more examples: ",lodging safe fees
or commuting mileage.  Commuting mileage is defined as the distance from
the employee's residence to primary work station".
 
*  .106 Agency Paid Expenses. Added "Agencies are not allowed to
direct-bill meals to lodging receipts."  
 
*  .107 Insurance/State Coverage. Added the link to Risk Management
"http:// oregon. gov/DAS/SSD/Risk/index.shtml"
 
*  .108 Employee Moving Expense. Added "Moving expenses and relocation
are not included in the travel policy."  Also added the links to the HR
policies on relocation http://egov.oregon. gov/DAS/HR/docs/
advice/P4005510.pdf or http://egov.oregon.gov/DAS/HR/docs/
advice/P4005520.pdf
 
*  .110 Travel Status. Clarified the definition of "official" (primary)
work location.
 
*  .111 Accountable Plan.  Added "Incidental expenses include all
gratuities; therefore, employees are not separately reimbursed for
gratuities or tips of any kind including, but not limited to, meals and
transportation."
 
*  .112 Meal Per Diem.  Added "Travel expenses must not be claimed prior
to travel taking place and employees must be in travel status to receive
a meal allowance. Removed bullets and clarified the language.  Added
"Meals that are provided (for example, at a conference) will be
subtracted from the daily per diem". 
 
*  .113 Meal Per Diem During Non-overnight Travel.  Added "Meal
allowances when there is no overnight stay are taxable income to the
traveler".  Removed bullets and clarified language.
 
*  .115 Commercial Lodging Expenses. Added "Employees may "double up" in
a room in order to save the state money or for efficiency.  A single
employee is allowed to be reimbursed under these circumstances but the
transaction must be thoroughly documented for audit purposes and the
separate expense claims must cross-reference.  Agencies must ensure that
the maximum reimbursed on a per employee basis does not exceed the
allowable rate. Also added "Certain lodging establishments also charge
"hospitality fees" or "resort fees" that are beyond the control of the
employee.  These types of fees are reimbursable expenses".   Removed
bullets and clarified language.
 
*  .116 Non-Commercial Lodging Per Diem.  Added "time-share" and
"second-home" to the list of examples.  Clarified language regarding
campgrounds.
 
*  .118 Private Vehicle Mileage.  Added "Private vehicle mileage
reimbursement is allowed for travel on official state business based on
the most direct route as follows: (a) Between a traveler's primary work
station and a temporary work station; (b) Between a traveler's primary
work station and another primary work station; (c) Between a traveler's
residence and a temporary work station (less an amount for commuting
mileage); (d) Between temporary work stations; Commuting mileage will be
based on no more than one round trip to duty station per day. See
Appendix B for examples and definitions.
 
*  .119 Authorization of Transportation Method Required.  Added "
Private specialty vehicles, including motorcycles, and private off-road
vehicles shall not be used for state business except to the extent that
an agency determines that necessary state business cannot reasonably be
accomplished without the use of the particular private vehicle".  Added
the link to the OAR.
 
*  .120 Use of Most Direct Route.  Added "MapQuest and other mapping
software are acceptable mileage guides".  
 
*  .123 Combining Personal Travel with State Business Travel.  Clarified
language.  Added "When combining personal travel and state business
travel, baggage and luggage fees should be allocated accordingly and be
reasonable under the circumstances".  Added "Furthermore, agencies must
always use the state's contracted airfare provider for all
business-related air travel even when combining personal business with
state business.  If the contracted provider cannot meet the needs of the
traveler or the agency, the agency must follow the appropriate
contract-release procedures".
 
*  .124 Provisions for Elected Officials and Members of Boards and
Commissions.  Clarified language and added "  When meal per diem
allowance is provided in lieu of actual expenses, gratuities are not
separately reimbursed.
 
*  .125  Provisions for Authorized Non-State Individuals Including
Volunteers.  Added "intern" to the list of examples.  Removed references
to 1099 Reporting.  
 
*  .126  Travel Expenses Paid or Reimbursed By Outside Entity.
Clarified language and added "If an employee receives an ACH deposit
directly to their account, the employee is required to remit a check to
the state for the amount of the deposit and provide documentation of the
amount transferred to them.  The employee is then reimbursed per state
policies".  Also added "The pay advance may be approved by the agency at
any time during the process" and "If an outside vendor, including the
federal government, is making the travel arrangements and purchasing the
airfare without the involvement of state funds, there is no violation of
the state's airfare contract".
 
*  .129 and .130 Receipt Requirements.  Organized and clarified language
in these two paragraphs.  Added "Baggage and luggage fees - Baggage and
luggage fees are a reimbursable expense.  Agencies and travelers should
consider the extra fees charged by the airlines prior to making their
travel arrangements and plan accordingly.  When combining personal
travel and state business travel, baggage and luggage fees should be
allocated accordingly and be reasonable under the circumstances".
 
*  .133 Expense Sheet Required.  Added "Although employees are allowed
to share lodging as described in .115 and to have that expense
reimbursed entirely to one employee, agencies are not allowed to
reimburse an employee for other types of unauthorized expenses incurred
by a separate employee".   
 
*  Appendix A.  Added "Although the state follows the mileage rate set
by the GSA, the state does not allow for more than one mileage
reimbursement rate.  If the agency has determined, through application
of the Fleet Management Policy, that an employee may use his or her own
vehicle for state business, then the employee is reimbursed the full GSA
rate in effect at that time.  The state does not use a graduated scale
for other vehicle reimbursement possibilities".  
 
*  Appendix B. Mileage Reimbursement Examples.  This section is new.
 
Please let me know if you have any questions. 
 
Scott Smyth
Senior Accounting Analyst
Department of Administrative Services
Statewide Accounting and Reporting
(503) 373-7277, ext. 276
http://oregon.gov/DAS/SCD/SARS
 
 
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