Florida Administrative Code › 69 - DEPARTMENT OF FINANCIAL SERVICES › 69I - Division of Accounting and Auditing › Chapter 69I-42 - TRAVEL EXPENSES › Section 69I-42.007 - Transportation - Common Carriers

Current through Reg. 50, No. 138; July 16, 2024
(1)
				Travelers whose transportation is provided by scheduled aircraft shall purchase
				the airline tickets in accordance with any state term contract for the purchase
				of scheduled aircraft transportation which may be in effect at the time travel
				is scheduled. Failure to purchase airfare in accordance with the terms of the
				current state term contract may result in disallowance of reimbursement claims
				for unauthorized purchases of airfare. Noncompliance with the state term
				contract will require written justification on the traveler's Form DFS-AA-15.
				In the event the traveler fails to justify his non-compliance with the terms of
				the state term contract, any cost in excess of such state term contract will be
				borne by the traveler.
(2) Travel
				using scheduled aircraft on routes for which there is not a state term contract
				provider shall be by the most economical class of transportation. Exceptions
				will be allowed only when fully justified. In the event the traveler fails to
				justify his use of other than the most economical class of transportation, any
				additional cost will be borne by the traveler.
(3) Travelers whose transportation is
				provided by rental vehicles shall make use of any state term contract for
				rental vehicles which may be in effect at the time of the travel. Failure to
				use the state term contract for rental vehicles will require written
				justification on the traveler's Form DFS-AA-15. In the event the traveler fails
				to justify his use of other than a state term contract, any additional cost
				will be borne by the traveler.
(4)
				If additional costs are incurred by a traveler due to overbooking or any other
				action of an airline or other common carrier, and the traveler chooses to have
				such costs paid directly or indirectly by the State, then any compensation, in
				whatever form, received by the traveler from the airline for his inconvenience,
				shall accrue to the benefit of the State. In such instances, if the traveler is
				allowed to elect the form of compensation, his decision shall be based on the
				best interests of the State. In determining whether additional costs have been
				incurred in such situations, the compensation of the traveler, if applicable,
				as well as travel costs, must be taken into consideration. If no additional
				costs are incurred or the additional costs are borne by the traveler, then such
				compensation for the traveler's inconvenience shall accrue to the
				traveler.
(5) When a state contract
				is not available, State employees are also encouraged to consider discounted
				airfares, commonly referred to as "super saver" tickets, instead of the more
				costly full-fare refundable tickets. Many of these tickets are either
				non-refundable or require payment of a penalty if canceled. Penalties for
				cancellation of discounted airline tickets, may be paid from state funds only
				if the cause for cancellation is in the best interest of the State, or if the
				cancellation is due to illness of the traveler or illness or death of a member
				of the traveler's immediate family, for which an employee is authorized to use
				sick or administrative leave. For non-employees, such penalties may be paid in
				circumstances in which the traveler would have been authorized to use sick or
				administrative leave if they had been a State employee. If the ticket is
				cancelled for the convenience of the traveler, the cancellation penalty may not
				be paid or reimbursed from State funds. Although the savings realized from the
				use of such tickets may be considerable, agency personnel shall also keep in
				mind that the penalties for cancellation of the tickets are generally
				substantial. Agencies and travelers shall carefully evaluate the circumstances
				and risk of cancellation prior to the purchase of each such ticket in order to
				avoid or at least minimize the cancellation penalty on these tickets. When an
				agency determines that it is in the best interest of the State to cancel a
				"super saver" ticket and pay the cancellation penalty, justification must be
				included in the voucher submitted for payment of the cancellation penalty
				detailing the circumstances necessitating payment of the penalty from State
				Funds. Documentation verifying that the unused ticket has been submitted to the
				Agency must also be included in payment request information. Exchange penalties
				will be treated in the same manner as cancellation penalties.
(6) Common carrier charges may be billed
				directly to the agency pursuant to subsection
				 69I-42.011(3),
				F.A.C., or the traveler may pay for his common carrier charges and request
				reimbursement therefor on his Form DFS-AA-15.
(a) Requests for payment of common carrier
				charges billed directly to the agency shall be vouchered separately by the
				agency, in favor of the vendor, shall list the traveler as a subvendor (pay and
				charge voucher) and shall also reflect the traveler's social security number,
				name, and cost of each traveler's transportation by common carrier. Each
				payment shall be appropriately object coded within the classifications
				established by the Department of Financial Services. The voucher maintained at
				the agency shall have sufficient information to substantiate the payment of the
				common carrier charges.
(b) Common
				carrier charges which are paid by the traveler shall be included on the
				traveler's reimbursement request filed on Form
				DFS-AA-15.