Code of Maine Rules › 18 - DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES › 119 - BUREAU OF ACCOUNTS AND CONTROL › Chapter 1 - TRAVEL AND EXPENSE REIMBURSEMENT POLICIES

Current through 2024-29, July 17, 2024
SUMMARY: These regulations specify official policy which
				governs travel and expense reimbursement for State employees and officials, the
				definition of which expenses are reimbursable and the levels of such
				reimbursement.
INTRODUCTION:
The traveling expenses of State officials and employees as well
				as members of State boards and commissions, incurred in connection with
				official State business, are reimbursed through a properly prepared and
				approved Travel and Expense Account Voucher. (BP Form 22)
Statutory PER DIEM allowance for personal services in
				connection with official State business may be included with traveling expenses
				on the Travel and Expense Account Voucher in the column provided at the extreme
				right hand side of the form.
DEFINITION OF TERMS:
"Official Headquarters" - The limits of the city, town or
				unorganized place from which any State official regularly conducts his/her
				official State duties.
"Residence" The permanent home address or domicile of any State
				employee.
"Official" Any elected, appointed, classified, and unclassified
				employee or members of any State commission or board.
"Department Head" - The officially designated individual who
				directs the daily operation of any department.
GENERAL PROVISIONS:
The provisions in this manual are designed to provide the
				minimum requirements considered necessary for administering travel and expense
				accounts. Departments are authorized to supplement this manual as long as the
				minimum requirements are met.
It shall be the responsibility of each department head, bureau
				or division chief or designated person to insure that the provisions of this
				section are carried out and that all claims submitted are fair and just to the
				State and to the employee concerned.
Any or all of the following rules may be superseded by the
				results of collective bargaining agreements.
ASSIGNMENT OF OFFICIAL HEADQUARTERS:
Each State employee will be assigned an official headquarters
				by the department head concerned. Every expense account will show an official
				headquarters which will be established as follows:
1. Employees whose duties require their
			 presence in Augusta at least two days each week, or where no other location is
			 indicated as proper, Augusta shall be designated as their official
			 headquarters.
2. For employees who
			 are in the field virtually all the time and travel to Augusta only on rare
			 occasions, the designated official headquarters may be the place of the
			 employee's residence, but only if such will prove advantageous to the State and
			 without prejudice to the employee.
3. For employees whose official duties
			 require their presence at some location other than Augusta for such a major
			 portion of their time that it can logically be considered as the headquarters
			 of their work for the State, then that location shall be designated as their
			 official headquarters.
TRANSPORTATION - AUTOMOBILES:
Use of State-owned Vehicles:
1. The use of State-owned vehicles for
			 non-official travel or for personal purposes is prohibited. Transportation to
			 personal residence may be authorized when made for the purpose of storing a
			 State-owned vehicle. Assignment will not be made when necessary duties of the
			 State fail to require a material amount of travel on State business.
2. The driver of a motor vehicle shall be
			 responsible for operating the vehicle in a safe and prudent manner in
			 accordance with all motor vehicle laws. Any fines or penalties arising from the
			 operation of a motor vehicle in an unlawful manner shall be the responsibility
			 of the driver.
Use of Privately-owned Vehicles:
1. The mileage allowance for privately-owned
			 passenger vehicles shall be in accordance with current statutes or collective
			 bargaining agreements. Mileage reimbursement shall be for miles actually
			 traveled on official business. All charges for such travel shall show the point
			 where such travel started and ended as well as the number of miles traveled.
			 Vicinity mileage must be shown separately. Travel shall be by the most
			 practical direct route. Any person traveling by an indirect route shall assume
			 any extra expense incurred. When it is required that several persons from any
			 agency travel to and from the same point, for the same general purpose,
			 reimbursement for the use of privately-owned vehicles will be as follows so as
			 to obtain the maximum benefits to the State: When four or less State employees
			 are involved, reimbursement will be for one car; five to eight employees,
			 reimbursement will be for two cars; nine to twelve, three cars, etc.
2. Privately-owned motor vehicles shall not
			 be used whenever State-owned vehicles are assignable and available.
3. Actual expenditures for parking and tolls
			 incurred while on official travel status are reimbursable. Receipts are
			 required only for those claims exceeding $3. However, charges for gasoline,
			 lubrication, repairs, antifreeze, towage, and other similar expenditures will
			 not be allowed as reimbursable when privately-owned vehicles are
			 used.
TRAVEL BY AIR, BUS OR TRAIN:
1. Travel by air, bus or train should be at
			 the most economical and practical rate. Advantage should be taken of excursion
			 fares, business flights, etc. Any charges for first class air transportation
			 will not be allowed except in most unusual circumstances.
2. Air script should be used whenever the
			 cost of commercial transportation is to be charged to the State. Any official
			 traveling on State business may purchase an airline ticket directly and request
			 reimbursement on the travel and expense account form. However, no advance will
			 be made to assist the direct purchase of airline tickets. Air script can now be
			 directly issued by departments which are willing to centralize this function.
			 Contact the Bureau of Accounts and Control for more information.
3. If only one person is traveling
			 out-of-state (Boston or beyond) and wishes to take his personal car, actual
			 expenses will be allowed only if less than air fare. Air fare in lieu of actual
			 travel expenses will include the price of coach air fare only and will not
			 include meals, lodging or other expenses en route. When more than one person
			 travels out-of-state in the same car, mileage and actual expenses will be
			 allowed if less than the total cost of coach air fares.
HOME - TRAVEL TO AND FROM:
No official of the State will be reimbursed for any travel
				expenses between his/her official headquarters and personal residence, except
				when a statutory provision expressly provides differently, or when in the
				opinion of the State Controller such charges are justified by being less
				expensive to the State or necessary because of unusual circumstances. This
				prohibition is to include use of State-owned motor vehicles, except in those
				cases where employees are so authorized by the department head
				concerned.
RENTAL OR CHARTER OF SPECIAL CONVEYANCES:
1. No official or employee of the State will
			 be reimbursed for the use of rented or chartered vehicles or airplanes unless
			 it is clearly demonstrated to the State Controller that such rental will be in
			 the best interest of the State. Prior approval is required except in emergency
			 situations.
2. When two or more
			 employees are traveling on official business they should check on the
			 availability of the State plane before making final plans for travel.
MEAL REIMBURSEMENT:
Actual meal expenses shall be reimbursed only when one of the
				following conditions are met:
1. The
			 expenses are incurred while an employee is traveling on State business and
			 lodging is required. (In State meals may be subject to employee bargaining
			 contract limitations).
2. The
			 expenses relate to a meal associated with an official meeting which is part of
			 a formal program. Attendance at the meeting should have prior departmental
			 approval. (The meeting's agenda must be attached to the expense voucher when
			 submitted for reimbursement.)
3.
			 The expenses are incurred by members of State boards or commissions as provided
			 by law. (5 MRSA - Section 13 )
When an employee is required to perform services beyond his/her
				normal work day, or is recalled after regularly assigned duties, reimbursement
				for meals may be authorized after obtaining the approval of the department
				head. However, only those charges for meals taken "outside" his/her normal work
				day hours are reimbursable. (Subject to bargaining contract limitations)
The employee must indicate on the expense account the town or
				city in which the meals were taken, the number of meals claimed, if more than
				one, and the names and business relationship of any other individuals for whom
				reimbursement is claimed. While on overnight travel status, no more than three
				meals may be claimed in one 24 hour day.
Supporting receipts are required for any one meal exceeding $8,
				including tax and gratuity. List all meals separately on the expense voucher,
				for example:
$1.95 (B-Breakfast)
$3.50 (L-Lunch)
$8.50 (D-Dinner) - Receipt attached
LODGING REIMBURSEMENT:
Hotel or Motel:
1.
			 Reimbursement for actual expenses for hotel room charges incurred in travel
			 will be on the following basis:
a Lodging in
			 New York City, Washington, D.C. and other major cities outside of the New
			 England area will be allowed up to $50.00 per day plus tax; (Major city is over
			 two hundred thousand population)
b
			 Lodging in Boston, Hartford, and Providence will be allowed up to $40.00 per
			 day plus tax; and
c Lodging in all
			 other cities and towns will be allowed up to $30.00 per day plus tax.
d The above rates may be adjusted by the
			 Commissioner of Finance and Administration with the approval of the
			 Governor.