West Virginia Code of State Rules › Agency 112 - Treasurer › Title 112 - PROCEDURAL RULE STATE TREASURER'S OFFICE › Series 112-NA - Travel Rules › Section 112-NA-2 - In-State Travel

Current through Register Vol. XLI, No. 28, July 12, 2024
2.01.
General
				Purpose
- In-state travel costs will be reimbursed only for travel
				deemed necessary for the proper conduct of the State's business and will
				require the written approval of the State Treasurer or his designee before
				reimbursement is made.
2.02.
Filing Claims for Reimbursement
(a) Itemized Expense Account - An actual
				itemized expense account must be filed on the provided travel form, along with
				travel, hotel and other allowable expense receipts in accordance with
				prevailing IRS regulations.
(b)
Daily Allowances
- Daily allowances for in-state
				travel will be subject to:
(1)
Meals
- Reimbursement will be made for the actual cost of meals,
				including gratuities, while absent from official stations on overnight
				business, with a maximum of Forty-five Dollars ($45) per day for travel within
				the State of West Virginia where the distance from the home station is over
				fifty (50) miles one-way. For partial day meal reimbursement the following
				percentage breakdown will be used: 20% for breakfast, 20% for lunch, and 60%
				for dinner. Meal receipts are not required except when the total cost of the
				meals exceed the Internal Revenue Service's (IRS) most current Publication 1542
				approved rates for the geographic area visited or unless section 5.04 is used.
				The IRS authorized meals and incidental expense amount (M & IE;) is
				determined using the high-low method. Reimbursement of meals is allowed when
				lodging is listed as "gratis" or "no charge". Meal reimbursement for "single
				day" trips is prohibited. If an employee attends a meeting or conference where
				a meal(s) is provided, the employee may not claim that meal(s) for
				reimbursement, regardless of whether the meal was actually eaten.
(2)
Transportation
-
				Reimbursement will be made for the actual cost of bus, rail or air coach
				travel, as well as automobile rental and taxi service where necessary. The
				mileage allowance for use of privately owned vehicles engaged in State business
				will be the prevailing IRS approved rate plus parking, garage fees, toll bridge
				and turnpike charges, where necessary and applicable. Receipts for bus, rail,
				air coach travel and automobile rental are required to be submitted with the
				employee travel expense form for reimbursement.
(3)
Lodging
-
				Employees traveling on State business will be reimbursed in an amount equal to
				their actual hotel bills for lodging. No reimbursement will be made for hotel
				charges for laundry or valet charges. A receipt for the amount paid for hotel
				rooms must be submitted with the expense amount. Telephone charges are
				reimbursable.
(4)
Registration Fees
- Registration fees at meetings or conferences
				must be supported by a receipt.
(5)
Tips and
				Gratuities
- Tips or gratuities may not exceed twenty (20) percent
				of the cost allowable hotel charges.
(6)
Baggage
-
				Charges for additional baggage transportation shall be reimbursed, as shall
				actual costs incurred in the transfer and storage of luggage