Code of Vermont Rules › Agency 10 - AGENCY OF ADMINISTRATION › Sub-Agency 020 - FINANCE & MANAGEMENT DEPARTMENT › Chapter 001 - REGULATIONS FOR REIMBURSEMENT OF PERSONAL EXPENSES (BULLETIN 3.4) › Section 10 020 001 - REGULATIONS FOR REIMBURSEMENT OF PERSONAL EXPENSES (BULLETIN 3.4)

Current through June, 2024
OVERVIEW
The policy of this State for administration of personal
				  expenses must take into consideration that department heads have considerable
				  discretion with respect to assignment of employee activities that result in
				  personal expense claims. Thus, the responsibility for authorizing employees to
				  incur claims that are entirely consistent with these regulations remains with
				  supervisors and managers within the reimbursing department.
The Commissioner of Finance and Management is required under
				  the law to enforce all regulations pertaining to claims for reimbursement of
				  expenses. Upon written request of a department head, the Commissioner nay
				  approve exceptions to these regulations provided that the exceptions are both
				  in the best interest of the State and entirely consistent with negotiated
				  agreements and statutes.
The Secretary of Administration has the final decision in any
				  dispute or question concerning travel at State expense, and he/she may
				  authorize in advance deviations (still necessarily consistent with negotiated
				  agreements and statutes) from these regulations when, in his/her judgment, such
				  action is in the best interest of the State.
Section 1 GENERAL REGULATIONS
a. Financing Business Expenses
1. Expense Reimbursement - All state employee
				claims for reimbursement of expenses must be fully justified and, unless
				otherwise provided, supported by paid receipts. All claims for reimbursement of
				expenses must be submitted on the Request for Reimbursement of Expense form
				(AAF-8).
2. Direct Payment - costs
				of public transportation, lodging, group meetings and registration fees may be
				billed directly by the provider or travel agent to the state agency. Direct
				billing for lodging must not include meals. Whenever direct billing occurs,
				care must be exercised to prevent duplicate payment, (i.e. payment to both the
				provider and employee) and the employee must indicate on the request for
				reimbursement those expenses being billed directly. Direct billing will be paid
				on the Standard State Invoice (AAF-23).
3. Advance for Travel Expense - An employee
				may request from the State Treasurer, with the appointing authority's approval,
				advances for out-of-state and certain instate anticipated travel expenses on
				Form AAF-10.
4. Use of State Credit
				Card - To reduce the necessity for exercising the advance of funds option, an
				appointing authority may request a State credit card for those employees who in
				the normal performance of their duties are required to travel. Employees
				utilizing the State credit card in lieu of personal credit card(s) or travel
				advances on State-related business are to utilize the State credit card for
				reimbursable expenses. Upon receipt of the monthly credit card invoice the
				employee will be responsible for payment of the entire invoice amount, not a
				minimum or partial payment. Note: Use of the State credit card does not incur
				the financial responsibility of the State; each credit card holder is
				financially responsible. Timely requests for reimbursement will assure funds
				are received in time to pay the credit card invoice.