Source: s3://data.kl3m.ai/documents/govinfo/USCOURTS/USCOURTS-ca4-15-01093/USCOURTS-ca4-15-01093-1/pdf.json

Nature of Suit Code: 890
Nature of Suit: Other Statutory Actions
Cause of Action: 

---

Commonwealth of Pennsylvania 

Governor's Office 

Subject: 

Commonwealth Travel Procedures Manual 

(Effective January 1, 2012) 

Number: 

Manual 230.1 Amended 

By Direction of: 

Charles B. Zogby, Secretary of the Budget 

Kelly Powell Logan, Secretary of Administration 

Date: 

November 1, 2011 

Contact Agency: 

Travel Planning: Office of the Budget, Commonwealth Office of Travel Operations (COTO), 

Telephone 717.265.8409 

Audit and Reimbursement: Office of the Budget, Office of Comptroller Operations, Bureau 

of Commonwealth Payroll Operations (BCPO), Telephone 717.346.3401 

This manual is designed to assist all commonwealth travelers on official commonwealth 

business in making informed and cost effective travel decisions. 

The authority for this manual is derived from Management Directive 230.10, Commonwealth 

Travel Policy, Effective January 1, 2012. 

This manual replaces, in its entirety, Manual 230.1, dated June 17, 2009, Effective 

July 1, 2009. This manual will be reviewed for updates periodically. 

Commonwealth Office of Travel Operations

Office of the Budget

333 Market Street, 18th Floor

Harrisburg, PA 17105

www.travel.state.pa.us

Commonwealth contracted travel agency: 

Adtrav Travel Management 

4555 Southlake Parkway 

Birmingham, Alabama 35244 

205.555.1234 | 866.530.8899

patravel@adtrav.com  www.adtrav.com/PA

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 1 of 23
SECTION ONE: AIR TRAVEL ...................................................... 1

1.1 Booking. ...................................................................................................................................... 1

1.2 Lowest Logical Airfare. ...................................................................................................... 1

1.3 Alternative Airports. ............................................................................................................ 2

1.4 Form of Payment. .................................................................................................................. 2

1.5 Cancellations. .......................................................................................................................... 2

1.6 Exchanges. ................................................................................................................................ 2

1.7 International. .......................................................................................................................... 2

SECTION TWO: GROUND TRAVEL ............................................. 3

2.1 Temporary Fleet Vehicles. ................................................................................................ 3

2.2 Car Rental. ................................................................................................................................. 3

2.3 Personal Automobile. .......................................................................................................... 4

2.4 Shuttles and Public Transportation. ........................................................................... 4

2.5 Train. ............................................................................................................................................. 4

SECTION THREE: LODGING ...................................................... 5

3.1 Lodging Expense. .................................................................................................................. 5

3.2 Booking. ...................................................................................................................................... 5

3.3 Maximum Allowable Lodging Rate. ............................................................................. 5

3.4 Tax Exemption. ....................................................................................................................... 6

3.5 Form of Payment. .................................................................................................................. 6

3.6 Cancellation. ............................................................................................................................. 6

3.7 Conference Lodging. ............................................................................................................ 7

3.8 Extended Stay. ........................................................................................................................ 7

i 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 2 of 23
ii 

SECTION FOUR: SUBSISTENCE ................................................ 8

4.1 General. ....................................................................................................................................... 8

4.2 Reimbursement Amounts. ................................................................................................ 8

4.3 High Cost Area. ....................................................................................................................... 9

4.4 Meetings. .................................................................................................................................... 9

4.5 Subsistence Expense Incurred on Behalf of Others. ........................................ 9

SECTION FIVE: TRAVEL CREDITS ........................................... 11

5.1 Ethics. ......................................................................................................................................... 11

5.2 Frequent Flyer Guest Programs. ................................................................................ 11

5.3 Credit Card. ............................................................................................................................. 11

5.4 Other Compensation. ........................................................................................................ 11

SECTION SIX: PAYMENT ........................................................ 12

6.1 Agency Airline Card. .......................................................................................................... 12

6.2 Agency Lodging Card. ....................................................................................................... 12

6.3 Corporate Travel Card. ..................................................................................................... 13

6.4 Cash Advance. ....................................................................................................................... 17

SECTION SEVEN: REIMBURSEMENT ....................................... 18

7.1 General. ..................................................................................................................................... 18

7.2 Reimbursement Claim. ..................................................................................................... 18

7.3 Third Party Reimbursement. ........................................................................................ 18

7.4 Justification. ........................................................................................................................... 19

7.5 Audits. ........................................................................................................................................ 19

7.6 Miscellaneous Expense. ................................................................................................... 20

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 3 of 23
SECTION ONE: AIR TRAVEL 

1.1Booking. Airfare must be reserved via the commonwealth’s online booking 

tool. Those who do not have access to the online booking tool must book 

their flights with the contracted travel agency or have an agency assigned 

travel arranger make arrangements for them. The online booking tool can be 

accessed at www.travel.state.pa.us. 

 International flights that include more than one country visited may be 

reserved through the contracted travel agency. 

Commonwealth travelers who are not employed by the commonwealth must 

follow the same procedures as employees if their travel is paid for by the 

commonwealth. Commonwealth travelers that do not have an assigned SAP 

identification number are not permitted to arrange their own travel. Travel 

arrangements must be made by an agency assigned travel arranger or 

designated commonwealth employee. 

 Commonwealth travelers are expected to book the lowest priced coach class 

airfare for domestic and international flights. Business and first class tickets 

are not reimbursable. It is not permissible to confirm a higher fare for 

upgrade eligibility or personal reasons. Upgrades at the commonwealth’s 

expense are not permitted. A complimentary upgrade must be noted on the 

Travel Expense Report (TER). 

 Commonwealth travelers who are combining personal travel with official 

commonwealth business may only do so when the personal portion does not 

add any cost to the commonwealth. Travel arrangements must be made to 

accommodate the business duties of the commonwealth traveler and not 

personal preference. Strictly personal travel cannot be confirmed using the 

commonwealth’s online booking tool. 

1.2 Lowest Logical Airfare. Commonwealth travelers on official commonwealth 

business must book the lowest priced coach airfare that meets their approved 

itinerary and commonwealth travel policy. They are expected to use their 

best judgment to save on airfare cost. 

 Lower cost flights must be chosen within two hours before or after the 

preferred flight time when the alternative flight saves $200.00 or more 

roundtrip. 

 Connecting flights must be chosen over nonstop flights when the connection 

does not add more than two hours to travel time and the connection saves 

$200.00 or more. Commonwealth travelers are not required to take a lower 

fare if a change of airline at the connection point is required. 

 Domestic flights over $800.00 roundtrip will be reviewed by COTO prior to the 

ticket issuance. Alternative options may be offered or supervisor approval 

may be required. 

 Lower cost fares, as outlined above, that are declined must be justified and 

imperative to the job functions of the commonwealth traveler. 

Manual 230.1 Amended Page 1 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 4 of 23
1.3 Alternative Airports. Commonwealth travelers shall view alternate airports 

for additional savings opportunities. Alternative airports within 90 miles of 

the home airport should be considered if the savings is $200.00 or more. 

When there is a savings of $300.00 or more, the alternative airport must be 

used. 

 The commonwealth traveler will be reimbursed for mileage when using a 

personal vehicle, or car rental and gasoline (whichever is less costly), and 

parking, if necessary. 

 In select areas, Park-and-Fly (hotel and parking in one rate) packages have 

been negotiated and may be utilized when selecting an alternative airport and 

a flight departure prior to 8:00 am. 

1.4 Form of Payment. All flights must be charged to agency airline cards, refer 

to Section 6.1, Agency Airline Card. The use of personal credit cards is not 

permitted. 

1.5Cancellations. When a trip is cancelled after the ticket has been issued; the 

reservation must be cancelled via the online booking tool or contracted travel 

agency. Ticketed reservations must be cancelled at least one hour prior to 

the scheduled flight. 

 If the ticket is refundable, the contracted travel agency must be notified and a 

refund requested. 

 It is the commonwealth traveler’s responsibility to closely examine the 

cancellation/exchange rules and fees before purchasing. 

1.6Exchanges. Credits for cancelled tickets should be used as soon as possible. 

Most airlines require tickets to be exchanged and used one (1) year from 

original purchase. Any fees and/or additional collections must be charged to 

the agency airline card. Unused tickets that are not used prior to their 

expiration lose their value. 

 It is the commonwealth traveler’s responsibility to use airline credits prior to 

expiration. Credits shall be used for their next trip if the airline serves the 

destination. 

1.7International. International travel must be approved by the Governor’s 

Office prior to confirming air flights. The required form is available on the 

travel website. (For additional information and agency procedure, contact 

your agency head.) An approval number will be assigned which must be 

supplied at the time of booking. 

Manual 230.1 Amended Page 2 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 5 of 23
 SECTION TWO: GROUND TRAVEL 

2.1 Temporary Fleet Vehicles. An employee who needs to travel for 

commonwealth business originating in Harrisburg (providing that the 

employee does not have a permanently assigned vehicle or an agency pool 

vehicle is not available) must use a temporary fleet vehicle when available. 

The Department of General Services (DGS), Bureau of Vehicle Management, 

manages a fleet of vehicles for temporary use by commonwealth agencies. 

Refer to Management Directive 615.1, Temporary Assignment of 

Commonwealth Automotive Fleet Vehicles.

Temporary fleet vehicles include Voyager fuel cards and EZPass transponder. 

Fuel and turnpike fees are included in the daily rate. Temporary fleet vehicles 

must be refueled using the Voyager card. Reservations for temporary fleet 

vehicles must be made electronically via the DGS website at 

http://www.dgsweb.state.pa.us/ExtraNetPortal/apps.aspx. 

2.2Car Rental. If a temporary fleet vehicle is not available, commonwealth 

employees must choose the least expensive option between a rental vehicle 

or mileage reimbursement for use of their personal vehicle. The 

commonwealth has arrangements with preferred commercial rental car 

suppliers, that will provide rental vehicles to commonwealth employees. Car 

rentals must be used when it is determined that: 1) a temporary fleet vehicle 

is not available and 2) renting a car is the least expensive form of 

transportation. A worksheet and car rental rates are available at 

www.travel.state.pa.us to help commonwealth travelers determine the least 

expensive means of ground transportation. An employee who does not 

choose the least expensive option may not be reimbursed or fully reimbursed. 

 Car rentals must be reserved through the online booking tool and the 

preferred vendor. Commonwealth travelers, who do not have access to the 

online booking tool, must reserve with the contracted travel agency or have 

an agency assigned travel arranger make arrangements for them by using the 

online booking tool or call the contracted travel agency. Commonwealth 

travelers that do not have an assigned SAP identification number are not 

permitted to arrange their own travel. Travel arrangements must be made by 

an agency assigned travel arranger or designated commonwealth employee. 

 Commonwealth travelers who are 21 years or older and have a valid driver’s 

license may operate vehicles under the agreement. For 15 passenger vans 

the minimum age is 25. 

 Approved rental car sizes are economy, compact, or intermediate (midsize), 

including hybrids. Other vehicle types require business need justification. 

Upgrades to other vehicle types are permitted so long as there is no 

additional cost to the commonwealth. 

 Vehicle rental rates do not include fuel and travelers must decline optional 

fuel offerings. The commonwealth traveler must refuel the rental vehicle 

prior to returning it to the rental car supplier with an equal amount of fuel as 

when it was picked up. 

Manual 230.1 Amended Page 3 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 6 of 23
 Collision damage waiver insurance and liability insurance are included in the 

commonwealth rates. Commonwealth travelers, at their option, may 

purchase personal accident and personal effects insurance coverage; 

however, the commonwealth will not reimburse these expenses. 

 The rental receipt and car rental contract must be included with 

reimbursement submission of receipts. 

2.3Personal Automobile. A commonwealth employee is only authorized to use 

his or her personally-owned vehicle, when: 1) it is the least expensive option 

(See Section 2.2, above.) and no temporary fleet vehicles are available OR 2) 

the supervisor determines in writing that use of the least expensive option is 

clearly not efficient. Employees are to secure supervisory authorization for 

use of a personally-owned vehicle in advance of such use. When an 

employee is authorized to use a personally-owned vehicle, the employee will 

be reimbursed at the higher Privately Owned Vehicle Reimbursement Rate 

established by the U.S. General Services Administration (GSA) in effect on the 

date(s) of travel. The current rate is listed at BCPO website. When the GSA 

rate changes, the commonwealth reimbursement rate changes with the same 

effective date. 

If an employee chooses to use his or her personally-owned vehicle but is not 

authorized to do so, the employee shall only be reimbursed at a rate equal to 

the lowest U.S. Government’s General Services Administration Privately 

Owned Vehicle Mileage Reimbursement Rate as found in the Federal Travel 

Regulation Bulletin. 

Mileage traveled by commonwealth travelers between their residence and 

headquarters is considered commuting miles. Commuting costs are not 

reimbursable. Commonwealth travelers who are required to travel from their 

residence to a temporary worksite will be reimbursed either from their 

residence or their office headquarters, whichever distance is shorter. 

2.4 Shuttles and Public Transportation. When traveling by air or train, 

commonwealth travelers should use shuttle services or public transportation 

when such options are available and less expensive than other means of 

ground transportation. 

2.5Train. Coach class is the only approved service when traveling by domestic 

Amtrak train. Amtrak is encouraged when traveling to/from Harrisburg, 

Philadelphia, New York City and Washington DC and a cost savings is realized. 

Other cities served by Amtrak should be considered when there is a savings. 

 Amtrak tickets must be reserved directly through Amtrak at www.amtrak.com

or telephone and paid for with a corporate travel card or personal card. 

Amtrak passes are available for frequent trips. 

 International rail passes and point-to-point tickets must be reserved through 

the contracted travel agency prior to departure. 

Manual 230.1 Amended Page 4 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 7 of 23
SECTION THREE: LODGING 

3.1 Lodging Expense. Commonwealth travelers should expect services and 

accommodations that are safe and comfortable, not lavish or extravagant. 

 Commonwealth travelers on official commonwealth business are allowed 

lodging expenses when their destination is located more than 50 miles from 

both their headquarters and residence. Written pre-approval from an agency 

head or designated deputy must be obtained when lodging is required within 

this 50 mile radius. The approval must be submitted with the commonwealth 

traveler’s receipts when requesting reimbursement. 

 Lodging expenses are reimbursed at actual cost within prescribed limits. 

Detailed receipts from the lodging property are required. 

 Upgraded accommodations that are an additional charge are not allowed. A 

complimentary upgrade must be noted on the TER. 

3.2Booking. Lodging arrangements must be made through the commonwealth’s 

online booking tool. Individuals who do not have access to the online booking 

tool must book their lodging with the contracted travel agency or have an 

agency assigned travel arranger make arrangements for them by using the 

online booking tool or call the contracted travel agency. Commonwealth 

travelers that do not have an assigned SAP identification number are not 

permitted to arrange their own travel. Travel arrangements must be made by 

an agency assigned travel arranger or designated commonwealth employee. 

 When available, commonwealth travelers must choose a commonwealth 

preferred property. Choosing a non-preferred property requires a business 

related justification. If a preferred property is not available, then a state 

government, unspecified government rate or lower must be confirmed at the 

time of reservation. The maximum allowable lodging rate for that destination 

must be adhered to. 

 Commonwealth travelers are not required to stay in tourist class properties to 

obtain a lower rate. 

3.3 Maximum Allowable Lodging Rate. The commonwealth’s maximum per 

night lodging rates follow GSA maximum allowable lodging rates excluding 

taxes. Commonwealth travelers will only be reimbursed for actual expenses 

incurred, within the maximum allowable rate. 

 International maximum per night lodging rates can be found on the U.S. 

State Department website at http://aoprals.state.gov. 

Manual 230.1 Amended Page 5 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 8 of 23
 In instances where obtained lodging is not within the maximum GSA lodging 

rate, specific business justification is required. If an audit determines that the 

lodging could have been obtained within the maximum allowable rate, the 

commonwealth traveler may be responsible for the additional cost. 

Justification for booking must be imperative to the commonwealth traveler’s 

official commonwealth business and must be given at the time of booking and 

must be submitted with reimbursement requests. 

3.4 Tax Exemption. (42 Pa C.S.A. 8522) The commonwealth is not subject to 

hotel occupancy or sales taxes imposed by local or county governments. The 

commonwealth is subject to state hotel occupancy tax only, (72 P.S. 7210). 

Commonwealth travelers will be reimbursed for this 6%. 

 Commonwealth travelers must present the completed REV1220 form for tax 

exemption to the hotel upon check-in. This form is available at the online 

booking tool and at www.travel.state.pa.us. 

 These tax provisions apply only to lodging in Pennsylvania. Lodging outside 

Pennsylvania is not tax exempt and all taxes are reimbursable. 

3.5 Form of Payment. All lodging must be guaranteed with a credit card at the 

time of booking to hold the reservation. Commonwealth travelers who do not 

have a credit card and qualify to use the agency lodging card for payment 

must make reservations through the contracted travel agency following 

procedures outlined at www.travel.state.pa.us; refer to Section 6.2, Agency 

Lodging Card. 

 Lodging payment is made at the time of check-in. Corporate travel cards 

must be used for payment when the commonwealth traveler possesses one. 

If the commonwealth traveler does not have a corporate travel card, other 

acceptable forms of payment are the agency lodging card, personal credit 

card, or cash. 

3.6Cancellation. Commonwealth travelers should avoid nonrefundable rates. It 

is the commonwealth traveler or agency assigned travel arranger’s 

responsibility to understand the cancellation rules of the room confirmed. 

Nonrefundable rates cannot be changed or cancelled; therefore, the 

commonwealth traveler is accepting the risk of a non-reimbursable 

cancellation fee. 

 Commonwealth travelers must cancel lodging arrangements according to the 

property’s cancellation policy. No-show charges and penalties will not be 

reimbursed when the commonwealth traveler does not cancel reservations 

within the allotted time. 

 In the case of an emergency, when all efforts have been taken, and a fee is 

still charged, an exception must be requested from BCPO to have the fee 

reimbursed. 

Manual 230.1 Amended Page 6 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 9 of 23
3.7 Conference Lodging. Conferences are not always confirmed at the lowest 

rate or a government rate. The commonwealth traveler is required to 

attempt to find lower cost lodging when the conference rate is higher than the 

maximum allowed lodging rate. That effort shall consist of attempting to 

obtain a lower rate at the same property or obtaining a lower rate at an 

alternative property within close proximity. Booking requirements (refer to 

Section 3.2, Booking) must be adhered to. When required to book with a 

hotel directly, and the rate is in an acceptable range, the commonwealth 

traveler may book through the conference or hotel directly. 

 When the conference does not have an official hotel, the commonwealth 

traveler is required to obtain a property within reasonable proximity to the 

conference at or below the maximum allowed rate, using preferred properties 

when possible. Additional transportation cost, if not staying at the conference 

headquarters, should be considered in the evaluation. 

 When it is required by the conference for an attendee to stay at a particular 

property and/or confirm the accommodations through the organization, the 

commonwealth traveler must include documentation of this requirement 

(such as the registration instruction sheet) with the receipt submission when 

requesting reimbursement. 

 When an agency is hosting a conference, the agency assigned travel arranger 

must attempt to use a preferred hotel if it meets their conference and 

rooming needs by contacting the hotel’s sales department. If a non-preferred 

hotel is utilized, refer to Section 3.3, Maximum Allowable Lodging Rate. 

Information about procedures for booking a group is available on 

www.travel.state.pa.us. 

3.8Extended Stay. Commonwealth travelers who are required to work away 

from their residence or primary worksite for 60 days or more may enter into 

an extended stay lodging agreement. Requests must be approved in advance 

and submitted through BCPO for approval. (For additional information and 

agency procedure, contact your agency head.) Failure to obtain approval 

prior to entering into a lodging agreement will result in the employee being 

liable for any costs. 

 Detailed justification comparing regular travel reimbursement and alternative 

lodging costs must be provided. The commonwealth’s preferred extended 

stay properties and rates must be included in the comparison where available. 

 Reimbursement will be limited to lodging, necessary utilities (cable and phone 

are excluded), and mileage or transportation costs for a biweekly roundtrip 

between the worksite and the commonwealth traveler’s permanent residence 

or headquarters. Subsistence expenses are not allowed. Mileage is not paid 

between lodging and temporary worksite. 

Manual 230.1 Amended Page 7 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 10 of 23
SECTION FOUR: SUBSISTENCE 

4.1General. Allowances for subsistence are not flat rates and only amounts 

actually expended may be claimed. Reimbursement is subject to the 

limitations set forth in this section. 

 Subsistence is not allowed for commonwealth travelers who have been 

granted extended stay lodging agreements. 

 Reimbursement for alcoholic beverages is prohibited. 

4.2Reimbursement Amounts. Employees who are not in travel status should 

refer to their collective bargaining agreements/memoranda of understanding 

for guidelines with regard to when and at what rates subsistence 

reimbursement may be available. Commonwealth travelers who are not 

represented by a union may be reimbursed for a meal up to $8.00 if they are 

50 miles or more from their residence and headquarters; and work more than 

two hours past their regular shift. Commonwealth travelers who are less than 

50 miles away may be reimbursed for a meal up to $8.00 if they are required 

to work two hours past their regular shift and are given less than two hours 

notice of the requirement. 

 Commonwealth travelers in overnight travel status on official commonwealth 

business may be reimbursed for meals, including tax and tips; the maximum 

reimbursement is not to exceed maximum GSA overnight subsistence 

allowance in a 24 hour period. The 24 hour period begins upon departure 

from home or headquarters, whichever is applicable, on official travel status. 

Detailed information is available at www.travel.state.pa.us or 

http://www.gsa.gov. 

 When the overnight travel encompasses a portion that is less than 24 hours, 

the subsistence reimbursement is limited up to 12.5% of the maximum daily 

reimbursement rate per full three hour period. 

 Commonwealth travelers who are provided meals during the course of their 

travel must deduct a corresponding meal rate from the maximum daily meal 

reimbursement rate of their subsistence reimbursement claim for each meal 

provided: 22% breakfast; 22% lunch; 56% dinner or the corresponding 

equivalent in a high-cost area. 

 Meals include those provided by hotels, meetings, conferences or any other 

source. Meals classified as continental breakfast do not need to be deducted. 

When a meal is provided in the cost of the hotel room and the commonwealth 

traveler opts to eat elsewhere, reimbursement for that meal will be made 

within the prescribed maximum daily meal reimbursement rate. 

Manual 230.1 Amended Page 8 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 11 of 23
4.3 High Cost Area. Increased subsistence allowances are available in locations 

designated as high-cost areas. Subsistence allowances for these areas follow 

the GSA Meals and Incidental Expenses table. Information is available at 

www.travel.state.pa.us or www.gsa.gov. The commonwealth will only 

reimburse the meal portion of these allowances and will not reimburse the 

incidental amounts as defined by the GSA. Incidental amounts are defined on 

the GSA website. Reimbursements for high cost areas, follow the same 

guidelines in Section 4.2, Reimbursement Amounts. 

4.4Meetings. Luncheon or dinner meetings sponsored by the commonwealth 

will be paid under contract; therefore, no claims for such expenses may be 

presented on the TER. 

 Commonwealth travelers on official commonwealth business attending 

luncheon or dinner meetings, not sponsored by the commonwealth, are 

entitled to receive reimbursement for actual costs incurred with complete 

justification for incurred expenses that must be included with the submission 

of the TER. Justification includes matching receipts, approved expense 

verification methods, and when required, explanations in the corresponding 

comments section in the TER, provided that: 

o The luncheon or dinner meeting is planned in advance and includes 

persons not employed by the commonwealth. 

o The meal is an integral part of the meeting. 

o The meal is served at the same establishment that hosts the meeting. 

o The purpose of the meeting is to discuss business and the nature of 

the business is stated on the TER. 

4.5 Subsistence Expense Incurred on Behalf of Others. Agency heads are 

authorized to incur reasonable expenses on behalf of others. Agency heads 

are also authorized to incur reasonable subsistence expenses on behalf of 

others and to approve reasonable subsistence expenses incurred by their 

deputies on behalf of others when the expenses are incurred as part of a 

business meeting under the following circumstances: 

o The purpose of the meeting is to discuss official commonwealth 

business. 

o The meeting includes either persons not employed by the 

commonwealth or employees of other commonwealth agencies whose 

attendance is relative to the official commonwealth business being 

conducted. 

o The meal is an integral part of the meeting. 

Manual 230.1 Amended Page 9 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 12 of 23
 Commonwealth travelers covered by this section, such as employees required 

to transfer patients or prisoners, are at times required to spend money in the 

course of their official duties to satisfy expenses incurred on behalf of others. 

 Agency heads are responsible for submitting to BCPO, a list of employees 

eligible to incur expenses on behalf of others under this section. 

 Complete justification for incurring expenses must be included on the TER. 

Justification shall include: 

o A list of names, positions, and agencies of individuals for whom the 

expenses were incurred. 

o An explanation of the circumstances requiring expenses to be incurred 

on behalf of others. Itemized receipts for the expenses incurred are 

required. 

 Agency heads must request approval for additional agency personnel to incur 

expenses on behalf of others by submitting to BCPO a request containing full 

justification for the exception. 

Manual 230.1 Amended Page 10 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 13 of 23
SECTION FIVE: TRAVEL CREDITS 

5.1Ethics. The Governor’s Code of Conduct, 4 PA Code 7.151, and the Public 

Official and Employee Ethics Act, 65 Pa.C.S.A. §1101 et seq., prohibit the 

acceptance, retention, or use of personal travel/products/services by 

commonwealth travelers and appointed officials of promotions and offers 

including; but not limited to, frequent flyer credits, discount car rentals, hotel 

promotions, award certificates, bonus flights, reduced fare coupons, denied 

boarding compensation, cash, merchandise, or gifts obtained in the course of 

official commonwealth business. 

5.2 Frequent Flyer Guest Programs. Commonwealth travelers on official 

commonwealth business may open and maintain frequent flyer/guest 

accounts with airlines, hotels, car rental companies, train service and other 

travel suppliers. Any credits, promotions, certificates, or other considerations 

earned in these programs must be used for official commonwealth travel. 

 Commonwealth travelers may not select a travel supplier based on the 

benefits of the frequent traveler program. 

5.3Credit Card. Commonwealth travelers may not use a personal credit card in 

place of the commonwealth corporate travel card or agency airline card in 

order to gain benefits from their credit card company. 

5.4 Other Compensation. Commonwealth travelers on official commonwealth 

business who receive vouchers for denied boarding must use those vouchers 

for future commonwealth travel. If the voucher is transferable, the voucher 

can be used by another commonwealth traveler of the agency who is 

traveling on official commonwealth business. 

 Commonwealth travelers on commonwealth business who receive 

compensation for any customer-service-related issue must use that 

compensation in the course of conducting official commonwealth business. 

 

Manual 230.1 Amended Page 11 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 14 of 23
SECTION SIX: PAYMENT 

6.1 Agency Airline Card. Each agency has an assigned purchasing card for 

airline charges. 

 All air transportation is billed to the agency airline card automatically when 

reserved via the online booking tool or the contracted travel agency. 

Commonwealth travelers are not permitted to use their corporate travel card 

or personal card for air flights. 

 BCPO reconciles monthly airline card billings to the airline usage report. 

Agencies review monthly billings and report discrepancies to the Office of the 

Budget, Office of Comptroller Operations, Bureau of Commonwealth 

Accounting; which works with agencies to resolve discrepancies. 

 Payments to the agency airline card issuer will be made centrally from the 

purchasing fund. 

 Agencies reimburse the purchasing fund via cost allocation in SAP at the end 

of each billing cycle. Agencies must ensure fund availability for the cost 

allocation process. 

6.2 Agency Lodging Card. Each agency has an assigned purchasing card for 

overnight lodging and tax charges. Monthly charges are paid through the 

purchasing fund and cost-allocated back to the agency. Physical cards are in 

the possession of COTO, who is the secondary cardholder. The use of the 

agency lodging card for payment to the hotels must be authorized by COTO. 

Instructions for requesting the use of the agency lodging card are available on 

www.travel.state.pa.us. 

 Each agency must designate a staff member to be the primary cardholder. 

The responsibilities of this person include the oversight and reconciliation of 

charges to the card. The agency is responsible for disputing any unauthorized 

charges with the lodging vendor. Charges on the monthly statement should 

be supported by the reservation confirmations and/or reports from the 

contracted travel agency. 

 The agency lodging card can be used only for lodging costs and applicable 

taxes. Incidental expenditures remain the responsibility of the commonwealth 

traveler. A commonwealth traveler who chooses not to use the agency 

lodging card may use a personal card for payment. 

 The agency lodging card can be used for payment of lodging for 

commonwealth travelers on official commonwealth business by: 

o Groups of ten or more overnight rooms at the same hotel during the 

same time; 

o An employee who does not have a corporate travel card and is 

traveling to a one time event; 

Manual 230.1 Amended Page 12 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 15 of 23
o An employee who travels less than four times in a one-year period and 

does not have a corporate travel card; 

o An employee awaiting the issuance of a corporate travel card; 

o Commonwealth travelers not employed by the commonwealth, such 

as; board members, or commissioners, or witnesses. 

 All costs charged to the agency lodging card will default to General Ledger 

account “6311010, Travel – Lodging”. The agency must provide to the Office 

of the Budget, Office of Comptroller Operations, Bureau of Financial 

Management default coding to be used, such as cost center, SAP fund, 

internal order number, or Work Breakdown Structure (WBS) element. 

 COTO approves or declines the use of the agency lodging card, and notifies 

the agency. Upon approval, COTO will notify the hotel and advise the agency 

that the payment is confirmed. 

 COTO will provide commonwealth traveler names and other pertinent 

information to BCPO. BCPO will match the information against the TER to 

ensure compliance with applicable policies. 

6.3 Corporate Travel Card. Participation in the corporate travel card program is 

mandatory for employees expected to be in overnight travel status four or 

more times each year. It is strongly recommended that any employee eligible 

to receive a corporate travel card should do so if they expect to travel on any 

official commonwealth business. The card issuer will issue corporate travel 

cards. 

 Employees can use their cards only while in travel status and only for 

authorized business purposes. 

 Corporate cards will be suspended or canceled for misuse or nonpayment: 

o Employees who use the corporate travel card for personal purposes. 

o Employees whose uncontested corporate travel card charges become 

61 days past due. 

o At 91 days past due delinquent charges and late fees of management 

employees will be subject to recovery procedures. BCPO will withhold 

the maximum amount allowable from the employee’s paycheck each 

pay period, up to the total amount. BCPO will forward amounts 

withheld to the card issuer until the debt is paid in full. 

 Employees whose cards have been cancelled are not eligible to utilize any 

other commonwealth payment method. Such employees may also be subject 

to disciplinary action. The bank will not reinstate canceled cards. Late fees 

are not reimbursable. 

 Agency heads will establish procedures to ensure compliance with policy and 

appoint agency coordinators. 

Manual 230.1 Amended Page 13 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 16 of 23
 The Office of the Budget, Office of Comptroller Operations, Chief Accounting 

Officer will appoint a program administrator. 

 Supervisors will: 

o Within five work days of receipt of notification of an employee who is 

91 days delinquent, advise employee by memorandum the corporate 

card account is 91 days past due and schedule in-person or telephone 

meeting to review. 

o Question employee regarding whether debt is uncontested, whether 

employee has received commonwealth reimbursements to which 

employee is entitled, and what arrangements employee has made with 

card issuer for payment of the debt. Depending upon the employee’s 

answer, proceed as follows: 

 - If debt is uncontested, employee has received eligible travel 

expense reimbursements, and employee has neither paid 

charges nor made arrangements with card issuer for payment, 

issue written reprimand and provide copy to agency 

coordinator. 

 - Inform management employee that outstanding charge 

amounts due will be recovered from management employee’s 

paycheck. 

 - If debt is contested, contact card issuer to ascertain status of 

adjustment due. 

 - If arrangements for payment have been made with card issuer, 

contact card issuer to confirm that arrangements are 

satisfactory. 

 - If eligible reimbursements have not been received, contact 

BCPO, Travel and Payroll Accounting Services Division, Travel 

Audit Section, to ascertain status of outstanding TER requests 

and if they were timely filed. 

 Agency Human Resources Office will: 

o Recover cards from terminated employees, and forward to agency 

coordinators. 

o Impose discipline in accordance with policy. 

o Begin recovery of uncontested delinquent balances from management 

employees. 

Manual 230.1 Amended Page 14 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 17 of 23
 Agency Coordinators will: 

o Ensure employees are aware of the card availability and understand 

the program. 

o Distribute and process applications and information. 

o Review applications for completeness and accuracy. 

o Cosign and mail applications. 

o Update and distribute cardholder lists to all agency bureaus and 

human resources offices. 

o Monitor reports of personal use by employees. 

 - Contact employee using appropriate letter. 

 - On third infraction, recover the corporate travel card, and 

inform issuer that employee’s card privileges have been 

canceled. 

 - Inform BCPO, Travel and Payroll Accounting Services Division, 

Travel Audit Section, employee is not eligible for travel 

advances. 

 - Notify BCPO, employee’s Bureau Director, COTO, and the 

employee that the employee is no longer eligible for any other 

commonwealth payment method. 

o Monitor delinquent accounts. Inform cardholder and supervisor of 

delinquent status and policy on cancellation of corporate travel card: 

 - Accounts 61 days past due - Confirm that employee has 

submitted TER and has been reimbursed for eligible expenses. 

 Advise employee that payment for uncontested 

charges must be made at once. 

 Advise employee that card privileges will be 

suspended or terminated for non-payment of 

uncontested charges. 

 Advise employee that disciplinary action may 

result unless arrangements are made to pay the 

amount due. 

 Confirm contact with employee by completing 

and sending appropriate letter to employee, 

employee’s supervisor, and agency human 

resources office (keep a copy in coordinator’s 

file). 

Manual 230.1 Amended Page 15 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 18 of 23
 - Accounts 91 days past due – Send appropriate letter to inform 

the employee’s supervisor of the delinquency, including the 

amount delinquent, with copy to agency human resources 

office. Inform the supervisor that the delinquent card has been 

canceled and that the supervisor should contact the employee. 

 Cardholders will: 

o Complete application for the corporate travel card and forward to 

agency coordinator. 

o Safeguard corporate travel card. 

o Follow corporate travel card policy and abide by terms and conditions. 

o Pay uncontested billings when due in full (prior to the beginning of the 

next billing cycle). 

 Office of the Budget, Office of Comptroller Operations, Bureau of Financial 

Management will: 

o Act as program administrator. 

o Approve designee(s) as agency coordinator(s). 

o Coordinate training as required. 

o Develop, in conjunction with the Office of Administration; the Office of 

the Budget, Office of Comptroller Operations, Chief Accounting Officer; 

and agency coordinators, guidelines for actions on delinquent 

accounts. 

o Prepare monthly delinquency reports for distribution to agency 

coordinators. 

o Monitor actions taken by agencies on delinquent accounts and report 

to the Office of the Budget, Office of Comptroller Operations, Chief 

Accounting Officer when agency actions fail to produce acceptable 

results. 

o Assess and report on program effectiveness. 

 Office of the Budget, Office of Comptroller Operations, Bureau of 

Commonwealth Payroll Operations will: 

o Develop and implement procedures to support responsibilities. 

o Reimburse employees in accordance with policy. 

Manual 230.1 Amended Page 16 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 19 of 23
o Upon receipt of notification from agency human resources office, 

withhold amounts as necessary from management employees, and 

forward payments to the card issuer. Inform employee and 

employee’s supervisor of appropriate dates and amounts to be 

withheld. 

Sample letters referenced in the above section are available at BCPO website. 

6.4 Cash Advance. Employees are expected to provide sufficient funds to defray 

current expenses. Cash advance is to be considered only after all other 

avenues of payment are explored and exhausted. Cash advance will not be 

issued to a employee with a corporate travel card. 

 Cash advance may be made from advancement account to individual 

employee in active pay status. Approval is requested through SAP to BCPO 

and must be submitted a minimum of ten business days prior to travel. 

Justification must include a breakdown of all costs. 

 Advance will not be made for less than $500.00. Cash advance will not be 

granted for subsistence only. Upon approval by BCPO, the cash advance will 

be provided no more than five business days before the travel date. No more 

than two advances are allowed per calendar year. 

 Employee must return the advance or submit a TER within 30 days after the 

end date of travel. Failure to do so will be reported to the agency and the 

employee will be subject to disciplinary action. Open advances that are 180 

days after the date of travel will be deducted from the employee’s pay. Upon 

termination, open advances will be deducted from the employee’s final pay. 

If recovery cannot be made at that time, with the approval of the agency 

legal office, outstanding advances will be deducted from retirement benefits. 

 Receipts are required for all expenses paid for with the advance. A personal 

check or money order made payable to the Commonwealth of Pennsylvania 

for amounts advanced in excess of actual expense must be submitted to 

BCPO. 

Manual 230.1 Amended Page 17 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 20 of 23
SECTION SEVEN: REIMBURSEMENT

7.1General. Commonwealth travelers are expected to exercise good 

stewardship of funds when traveling on official commonwealth business. 

Commonwealth travelers on official commonwealth business will receive 

reimbursement of actual expenses incurred in the performance of their duties 

within prescribed maximums. Complete justification for travel expenses must 

be included with the submission of the TER. Justification includes matching 

receipts, approved expense verification methods, and when required, 

explanations in the corresponding comments section in the TER. Any 

expenditure disallowed by BCPO is the responsibility of the employee. 

 For assistance with TERs contact travel audit help desk at 800-824-0626 or 

co-travelaudits@state.pa.us. 

7.2Reimbursement Claim. All commonwealth travelers who travel on official 

commonwealth business must submit for reimbursement of expense in SAP a 

TER that includes justification. The TER is routed for agency approval and 

submitted to BCPO. Reimbursement is authorized once all required travel 

justifications are submitted to BCPO. Commonwealth travelers who do not 

have an SAP ID must submit a paper TER to BCPO with complete justification. 

Commonwealth travelers with an SAP ID are required to submit a TER with 

complete justification when submitting a TER for approval. 

 Commonwealth travelers are responsible for ensuring that expenses claimed 

in the TER are proper, accurate, and incurred in official commonwealth 

business. A commonwealth traveler who knowingly presents a false or 

fraudulent claim may be subject to penalties under criminal statutes. 

 Supervisors must review and approve TERs submitted by commonwealth 

travelers to ensure the necessity, propriety, and accuracy of the travel 

expense. Supervisors must review all justification for TERs. Failure to 

exercise care in the review and approval of travel expenses may result in 

disciplinary action. 

 Submission of a TER must occur within 60 business days of the date of travel. 

Reimbursements paid more than 60 business days past the last date of travel 

are generally considered taxable income by the IRS, and may be reported as 

such. Travel expenses are reimbursed by the commonwealth within 15 

business days of BCPO receiving an approved TER with all applicable 

attachments and receipts. 

7.3 Third Party Reimbursement. Commonwealth travelers must indicate on 

the TER that a third party reimbursement is expected. All commonwealth 

travelers that are reimbursed by non-state funds must have the vendor remit 

payment to BCPO. Checks received are not to be cashed but must be 

endorsed payable to the Commonwealth of Pennsylvania and submitted to 

BCPO immediately. 

Manual 230.1 Amended Page 18 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 21 of 23
 Commonwealth travelers must include a copy of the invoice being sent to the 

vendor or some official form of documentation showing the reimbursement 

agreement along with their receipts. BCPO will audit for the receipt of the 

reimbursement due. 

7.4Justification. Justification includes matching receipts, approved expense 

verification methods, and/or when required, explanations in the 

corresponding comments section in the TER. For commonwealth travelers 

whose TER is processed through SAP or an agency assigned travel arranger, 

justification must be in electronic format. 

 

 All expenses in which a receipt is normally received must include the following 

information on the receipt: 

o Name and address of the vendor 

o Date of service 

o Description of service 

o Amount paid for each individual item 

 Credit card slips and statements are not acceptable in lieu of receipts. 

 Expense verification method includes BCPO-3302, Declaration of Missing 

Receipt, which may be used for: 

o Vending machine subsistence, parking meter, or unmanned toll booth 

expense, when a receipt is not provided. A complete explanation is 

required. 

o Situations when it is impossible to secure a required receipt. These 

instances should be rare and will require the commonwealth traveler to 

first contact the vendor to obtain a receipt. A complete explanation of 

the situation and follow up efforts is required on the BCPO-3302, 

Declaration of Missing Receipt. 

Additional information is required on the TER in these situations: 

o When driving on commonwealth business, commonwealth travelers 

must enter daily starting and ending locations or a location specific 

enough for an auditor to validate the distance traveled. 

 When claiming miscellaneous expenses, commonwealth travelers must 

provide an explanation of the item. 

 When requesting reimbursement for out-service-training travel, agency 

approval must be included with complete justification when submitting to 

BCPO. 

7.5Audits. Travel and subsistence expenses are subject to audit by BCPO, who 

may ask for additional documentation to complete the claim. 

Manual 230.1 Amended Page 19 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 22 of 23
 Travel arrangements that are not compliant with commonwealth travel policy 

will be subject to review and audit. Justifications for expense will be reviewed 

and may be subject to clarification. 

 The audit will include reviewing the propriety of the expenses incurred. For 

patterns of unusual claims, agencies and/or BCPO may require additional 

approvals or documentation for future claims. 

7.6Miscellaneous Expense. 

 Baggage: 

o Baggage handling and gratuities are limited to reimbursement of $1.50 

per piece. 

o Fees for baggage check with airlines will be reimbursed at the actual 

expense and are limited to the first checked bag. Any additional 

baggage is conditional on a traveler’s job function and less expensive 

alternative avenues of transportation (such as sending the supplies 

ahead via shipping). A receipt and explanation is required with the 

TER. 

 International Travel: With proper documentation, justification, and approval 

the commonwealth will reimburse: 

o Commission for currency conversion or traveler checks when deemed 

necessary. 

o Services of guides, interpreters, packers, or drivers when deemed 

necessary. 

o Fees for the issuance of passport or visa, inoculations, and affidavits 

when required for business international travel. 

o Other optional airline fees are not reimbursable, including advance 

seat reservation fees, internet, snacks, and any other fees imposed by 

the airline that are not essential to air travel. 

Manual 230.1 Amended Page 20 of 20 

15-1093, viewed 10/20/15

Appeal: 15-1093 Doc: 65 Filed: 10/21/2015 Pg: 23 of 23