Kentucky Administrative Regulations › Title 200 - FINANCE AND ADMINISTRATION CABINET › Chapter 2 - Travel Expense and Reimbursement › Section 200 KAR 2:006 - Employees' reimbursement for travel

Current through Register Vol. 51, No. 1, July 1, 2024
RELATES TO:
				KRS
				44.060,
				45.101
NECESSITY, FUNCTION, AND CONFORMITY:
				KRS
				45.101 authorizes the Finance and
				Administration Cabinet to promulgate an administrative regulation that
				establishes requirements and reimbursement rates for the travel expenses of
				state employees.
				KRS
				44.060 requires the secretary to promulgate
				administrative regulations fixing the amount allowed for the expense of
				traveling in a motor vehicle in the discharge of official state duties. This
				administrative regulation establishes the eligibility requirements relating to
				rates and forms for reimbursement of travel expense and other official expenses
				out of the State Treasury.
Section 1.
			 Definitions.
(1) "Agency" means a budget
			 unit.
(2) "Agency head" means the
			 elected or appointed head of a budget unit.
(3) "Approval" means approval granted in
			 either written or electronic format.
(4) "Budget unit" is defined by
			 KRS
			 48.010(9).
(5) "Cabinet" means the Finance and
			 Administration Cabinet.
(6) "High
			 rate area" means a city, state, or metropolitan area in which it has been
			 recognized that higher meal costs and lodging rates have historically
			 prevailed, and that has been designated by the Secretary of the Finance and
			 Administration Cabinet as a high rate area listed on the Office of the
			 Controller's Web site at
http://finance.ky.gov/services/statewideacct/Pages/travel.aspx
.
(7) "Incidental expense" means unexpected
			 minor expenses arising from travel situations, or minor expenses authorized by
			 an agency head to be reimbursed to an employee as a matter of efficiency or
			 convenience.
(8) "Lodging receipt"
			 means any preprinted invoice, from a hotel or motel or type of lodging, showing
			 the date of service, the amount charged for the service, the location where the
			 service was performed, and a description of the expenditure.
(9) "Office" means the Office of the
			 Controller, Finance and Administration Cabinet.
(10) "Others in the official service of the
			 commonwealth" means individuals who:
(a) Are
			 not state employees as defined in KRS Chapter 18A;
(b)
1. Are
			 traveling on official business for the commonwealth; or
2. Officially represent a state agency, at
			 the direction or request of a state official authorized to give the direction
			 or make the request; and
(c) Are not contractors who are entitled to
			 reimbursement for travel and related expenses only as provided in their
			 contracts with the commonwealth.
(11) "Receipt" means any preprinted invoice,
			 from a hotel, motel, restaurant, or other establishment, showing the date of
			 service, the amount charged for the service, the location where the service was
			 performed, and a description of the expenditure.
(12) "Residence" means address of the
			 employee designated in the official records of the Personnel Cabinet.
(13) "Secretary" means the Secretary of the
			 Finance and Administration Cabinet.
(14) "Subsistence" means amounts expended by
			 a state officer, agent, employee, or other person authorized to receive
			 reimbursement out of the State Treasury for meals, such as tax and tips, while
			 traveling on official state business, except for any meals which may be
			 included in charges for lodging or in registration fees paid by or on behalf of
			 a state officer or employee.
(15)
			 "Travel software" means the software used by the commonwealth to process travel
			 authorizations and travel reimbursement documents.
(16) "Work station" means an employee's duty
			 station and shall include:
(a) The official
			 work station assigned by the appointing authority; and
(b) One (1) or more alternate work stations
			 optionally assigned by the appointing authority.