Hawaii Administrative Rules › Title 3 - DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES › Accounting Division › Chapter 10 - TRAVEL RULES › Section 3-10-10 - Travel allowances

Current through June, 2024
(a) Funds for
				travel expenses. Funds for travel expenses, including per diem allowances and
				reimbursable expenditures, may be secured by way of a cash advance, or by way
				of reimbursement of expenditures upon completion of the trip. Advances shall be
				limited to the cost itemized on the approved travel plan, request, or form,
				plus other determinable anticipated expenses.
(b) Per diem allowances. A per diem is a
				specific allowance for each day to cover the personal expenditures of a
				traveler, such as meals, lodging, tips, laundry, and other necessary
				expenditures incident to travel. It is not intended to include expenditures
				having to do with the conduct of official business.
(1) The rate of per diem is prescribed in
				section 78-15, HRS. When accommodations or lodging is made available to the
				traveler without charge, a department head shall prescribe a lower rate of per
				diem. The per diem allowance shall be granted for time on travel status. (See
				§ 3-10-3(c) ).
(2) Per diem
				allowances are as follows:
(A) If travel
				requires overnight absence from the traveler's regular place of business, a
				traveler shall be allowed per diem as prescribed by statute. The rate shall
				apply uniformly and equitably for all travelers in all cases, except that when
				accommodations or lodging is made available to the traveler without charge, a
				department head shall prescribe a lower rate of per diem:
(B) In computing the per diem allowance for
				overnight travel, the calendar day (midnight to midnight) shall be the unit.
				For fractional parts of the day included at the beginning or end of continuous
				travel, one quarter of the rate of a calendar day shall be allowed for each
				period of six hours or fraction thereof.
(C) Subsistence allowance for trips not
				requiring overnight absence and for trips when accommodations or lodging is
				made available to the traveler without charge shall be as follows:
Breakfast - Eight percent of per diem rounded to the nearest
				  dollar.
Lunch - Twelve percent of per diem rounded to the nearest
				  dollar.
Dinner - Twenty percent of per diem rounded to the nearest
				  dollar.
(D) Breakfast shall
				be allowed when the travel time begins before 8:00 a.m.
(E) Lunch shall be allowed for departing
				travelers when the travel begins before 12:00 noon; lunch shall be allowed for
				returning travelers when travel time ends after 12:30 p.m.
(F) Dinner shall be allowed when the travel
				time ends after 7:00 p.m.
(G)
				"Statement of Intra-State Travel Completed," issued by the Comptroller shall be
				used to document per diem for trips not requiring overnight absence.
(H) "Statement of Completed Travel," issued
				by the Comptroller shall be used to document per diem for trips requiring
				overnight absence.
(3)
				Except as otherwise authorized by the governor, no per diem or transportation
				allowance, as such, will be granted when out-of-state travel by train, bus, or
				private automobile is authorized and air transportation is available and
				feasible, but the traveler shall be reimbursed to the extent of the total cost
				for air transportation by the most direct route, including per diem
				necessitated by such air transportation, as if such air transportation had been
				utilized.
(4) When meals are
				furnished to the traveler in connection with an approved training program or
				other program approved by a department head, the department head must require
				adjustment of per diem, at the prescribed subsistence rates, to avoid duplicate
				payment for meals:
Breakfast - Eight percent of per diem rounded to the nearest
				  dollar.
Lunch - Twelve percent of per diem rounded to the nearest
				  dollar.
Dinner - Twenty percent of per diem rounded to the nearest
				  dollar.