Ohio Administrative Code › Title 126 - Office of Budget and Management › Chapter 126-1 - General Provisions › Section 126-1-02 - Rates and requirements for reimbursement of travel expenses of state agents

Current through all regulations passed and filed through July 1, 2024
(A) Definitions
(1) "Compensation" means payment for services
			 rendered, whether made on an hourly, per diem, salaried, or fee basis but does
			 not include reimbursement of travel expenses.
(2) "Headquarters" means the office address
			 at which a state agent has his/her primary work assignment.
(3) "Continental U.S. travel" means travel
			 within the continental United
States, including the lower forty-eight states, excluding
				Hawaii and Alaska.
(4)
			 "International travel" means travel outside of the continental United States, including Hawaii and
			 Alaska.
(5) "Reimbursable travel
			 expenses" means those expenses which are actually incurred as a necessary part
			 of approved travel. In addition to lodging, meals, per diem, and mileage, it
			 includes:
(a) Miscellaneous transportation
			 expenses such as parking charges, road tolls, and other reasonably incurred
			 transportation expenses directly related to authorized travel, provided such
			 expenses are listed separately on a state agent's travel expense reimbursement
			 request;
(b) Commercial
			 transportation expenses paid by the state agent such as taxi cabs, automobile
			 rental, airfare, ferries, subways, bus, trains, and other commercial
			 transportation providers;
(c)
			 Registration fees paid by the state agent for professional events such as
			 conferences, seminars, and meetings;
(d) Miscellaneous business expenses such as
			 telephone, facsimile, internet, and other similar charges paid by the state
			 agent for official state business;
(e) Miscellaneous living expenses such as
			 laundry, dry cleaning, personal telephone calls, and postage.
(6) "State agency" means every
			 organized body, office, or agency established by the laws of the state for the
			 exercise of any function of state government which uses money that has been
			 appropriated to it directly, but does not include the general assembly, supreme
			 court, court of appeals, court of claims, any agency of these, or any state
			 university or college as defined in division (A)(1) of section
			 3345.12 of the Revised
			 Code.
(7) "State agent" means any
			 officer, member, or employee of a state agency whose compensation is paid, in
			 whole or in part, from state funds but does not include any volunteer serving
			 without compensation:
(8) "Travel
			 at state expense" means travel expenses which are paid from moneys appropriated
			 directly to a state agency by the general assembly, but does not include travel
			 by a state agent where expenses are paid pursuant to rule
			 102-3-08
			 of the Administrative Code.
(9)
			 "Receipt" means the original document, or electronic
			 copy of the document, provided by a service provider or merchant that
			 indicates the merchant's name, date of purchase, transaction amount, and line
			 item detail identifying the service or goods provided.
(10) "Supporting documentation" means
			 documents that validate expense claims to include, but not limited to the
			 following:
(a) Conference material provided by
			 the conference organizer.
(b)
			 Formal meeting agenda provided by the meeting organizer.
(c) Currency exchange rate as evidenced by a
			 foreign currency exchange receipt, bank or credit card statement, or the
			 exchange rate issued by an authoritative source such as "OANDA" (
http://www.oanda.com/
currency/historical-rates/) for the travel period. Expenses shall be recorded
			 on the travel expense report in U.S. dollars. Reimbursements authorized by this
			 rule will be made in U.S. dollars. The original itemized receipt and the
			 currency exchange rate documentation described in this rule is
			 required.
(d) State agency
			 authorizations.
(11)
			 "Conference" means a prearranged gathering with a formal agenda, for
			 consultation or exchange of information or discussion that benefits the state,
			 such as seminars, trainings, meetings, and other
			 professional events.
(12) "Paid
			 travel status" means the designation given to a state agent who is traveling on
			 behalf of the state and is in an active pay status.