Pennsylvania Code › Title 55 - HUMAN SERVICES › Part VI - Mental Health/Intellectual Disability/Autism Manual › Subpart C - Administration and Fiscal Management › Chapter 4300 - COUNTY MENTAL HEALTH AND INTELLECTUAL DISABILITY FISCAL MANUAL › COUNTY AND COUNTY JOINDER ALLOWABLE COST STANDARDS › Section 4300.51 - Travel

Current through Register Vol. 54, No. 28, July 13, 2024
(a) The Department
					 will participate in travel expenses for the purpose of conducting official
					 business of the county program. Allowable expenses include transportation,
					 lodging and subsistence. Departmental participation for transportation and
					 subsistence will be at the prevailing county rate but may not exceed the rates
					 paid by the Commonwealth for its employes. Departmental participation for
					 lodging will be at the prevailing county rate.
(b) The Commonwealth rates and limitations
					 for Commonwealth employe travel reimbursement will be published periodically as
					 a Departmental bulletin.
(c) Staff
					 transportation includes necessary travel on railroads, streetcars, buses,
					 airplanes, taxicabs and automobiles. Transportation costs on common carriers
					 are allowable with the limitation that travel may not be authorized as first
					 class unless lesser accommodations are not available. Travel shall be by the
					 most direct route. Out-of-State travel shall require the prior written approval
					 of the appropriate county authority. Advance written approval for out-of-State
					 travel is not required when travel is performed for routine administrative
					 reasons in border areas of the Commonwealth.
(d) Reimbursement for transportation expenses
					 is based on the premise that the place of departure is the headquarters of the
					 employe. If the trip is begun or ended at a place other than headquarters,
					 reimbursement is allowed from the starting point only when the cost from the
					 starting point to the destination is less than the cost from headquarters to
					 the destination.
(e) Local
					 transportation, such as taxicabs, airport limousines, car rentals, and the like
					 are allowable when justified by the travel assignment.
(f) The Department will participate in a
					 mileage allowance to reimburse employes for the use of personal automobiles
					 when on official business.
(g)
					 Parking charges, toll bridges, toll roads, tunnels, ferries and the like are
					 reimbursable to employes operating authorized motor vehicles for official
					 business.
(h) Departmental
					 participation in lodging and subsistence costs will be under prevailing county
					 practice as covered by written policy.
(i) The Department will participate in a
					 subsistence allowance for meals and personal expenses of employes on travel
					 status. The subsistence allowance covers expenses not specifically provided for
					 elsewhere in connection with lodging and transportation.
(j) Employes may be reimbursed for luncheon
					 or dinner meetings which they are required to attend in connection with their
					 official duties, if they are not reimbursed under this chapter.
(k) Travel expenses will be paid upon the
					 submission of an expense voucher which shall be reviewed for compliance with
					 county/joinder requirements, and retained by the appropriate county authority
					 or a designee for auditing purposes. On travel expense vouchers, regardless of
					 the distance traveled, a separate entry shall indicate the amount to be
					 reimbursed for each item or expense-transportation, lodging, meals and
					 miscellaneous. Receipts shall be attached as required by prevailing county
					 practice.
(l) The Department will
					 participate in the cost of providing transportation to clients receiving
					 services. Departmental participation in transportation provided by personal
					 vehicles or motor vehicle pools shall be on a mileage basis as contained in
					 subsection (f). Participation in transportation provided by county owned or
					 leased vehicles is outlined in §
											4300.67 (relating to motor
					 vehicles). Logs containing records and details of other types of transportation
					 provided shall be maintained.
This section cited in 55 Pa. Code §
													4300.41 (relating to
						  applicability); and 55 Pa. Code §
													4300.59 (relating to
						  recruitment).