KRS § 45.101 — KY Code / Title VI / Chapter 45 / Section 45.101
45.101 Expense accounts of state officers and employees -- Receipts -- Authority to promulgate administrative regulations
Status: in_force

45.101 Expense accounts of state officers and employees -- Receipts -- Authority to

promulgate administrative regulations.

(1) Except as otherwise provided by law, each state officer or employee who is

authorized by law to receive, from corporations or from the State Treasury or from

any fund appropriated out of the State Treasury, traveling or other expenses

incident to the discharge of official duties shall submit to the Finance and

Administration Cabinet information regarding the expenses and necessary receipts

as provided by administrative regulation promulgated by the Finance and

Administration Cabinet, provided that any expenses in excess of ten dollars ($10)

shall be accompanied by a receipt, unless the Finance and Administration Cabinet

increases the minimum expense amount for which a receipt is required as provided

in this section. The required information and documentation shall be provided

before the cabinet shall audit or pay the expenses. The Finance and Administration

Cabinet may promulgate an administrative regulation to increase the minimum

expense amount for which a receipt is required, not to exceed twenty-five dollars

($25). The Finance and Administration Cabinet may rely on a preaudit performed

by the budget unit as a basis for issuing a warrant.

(2) The Finance and Administration Cabinet may promulgate administrative

regulations to permit budget units to contract with airlines, railroads, hotels, or

other companies for services to a group of their employees while on official travel

status. The expenses are to be submitted to the Finance and Administration Cabinet

on forms prescribed by the Finance and Administration Cabinet before the cabinet

shall audit or pay the expenses.

(3) The Finance and Administration Cabinet may promulgate administrative

regulations to permit state officers or employees to assign their claim for

reimbursement of travel expenses to airline, railroad, hotel, or other companies in

payment of services rendered as provided for in subsections (1) and (2) of this

section.

(4) Each state officer or employee who by reason of the duties assigned to the officer's

or employee's office is required to be at the state capital for the majority of the time,

or who has an office located at the state capital, shall not be permitted to charge for

expenses except from the state capital to the place where the business the officer or

employee is transacting is to be transacted, and from that place back to the state

capital, and each officer or employee who is assigned to duty at some place other

than the state capital shall only be permitted to charge to the state such expenses as

are incurred in going from that place to the place where the business is transacted,

and returning. Expenses in going from the state capital or the place where the

officer or employee is assigned to duty to the officer's or employee's real place of

residence, or in return therefrom, shall not be allowed unless it is shown that it was

necessary for the officer or employee to make the trip in the discharge of business

for the state.

(5) The Finance and Administration Cabinet may promulgate administrative

regulations to permit the payment of travel and other expenses incidental to the

official activities of formally organized groups sponsored by or otherwise

representing state agencies. The payment may be made direct to service

establishments in the manner set forth in subsection (3) of this section, by an inter-

account bill between budget units, or by reimbursement to the official or other

employee who has been designated as the officer-in-charge of the organized group.

If it is necessary that one (1) or more state employees or officials travel with the

group, their expenses may be included in the total expenses for the group.

(6) The Finance and Administration Cabinet may promulgate administrative

regulations allowing heads of budget units to establish imprest cash funds for

reimbursement of travel expenses.

(7) Except as provided in KRS Chapter 6, but the provisions of any other laws to the

contrary notwithstanding, and in lieu of the reimbursement of travel and other

incidental expenses authorized by subsection (1) of this section, the Finance and

Administration Cabinet may promulgate administrative regulations to provide for

the payment of a fixed expense allowance per day to be established by the secretary

of the Finance and Administration Cabinet, plus necessary travel expenses, to each

state officer or employee who is authorized by law to be reimbursed for expenses

incurred in the discharge of official duties. This payment shall be made from an

appropriation for this purpose to a budget unit of a branch of government.