Travel Handbook

Travel Handbook

Per Diem

Transportation

Travel Money

Misc Expenses

SAAM (OFM) Travel Guidelines

Travel for Convenience

Travel Procedure Guidelines


Introduction

Checklist

Forms

Glossary of Terms

References

Registrations

Travel for Convenience

May 1, 1999

10.20.40

How travel for the convenience of the traveler affects reimbursement

 

10.20.40.a

If the traveler elects to return to the official station or official residence after the close of a regularly scheduled working day when overnight travel would normally be required:

 

Maximum reimbursement shall be the lesser of either:

• The travel expense incurred in returning to the official station or official residence, whichever is closer; or

• The amount which would have been allowable had the traveler remained at the temporary duty station.

The traveler is to return to the temporary duty station in time to observe the next days regularly scheduled working hours.

 

10.20.40.b

If travel to a destination for the traveler’s own convenience is in advance of the necessary time for arrival:

 

No reimbursement for additional meals or lodging costs shall be paid to the traveler for extra field time incurred.

 

10.20.40.c

If a traveler remains at the destination following an official meeting or other work assignment for the traveler’s own convenience:

 

No reimbursement for additional meals or lodging costs shall be paid to the traveler for extra field time incurred.

 

10.20.40.d

If a traveler would like to couple a vacation or other personal use onto a legitimate business trip:

 

It is allowed WHERE ALL OF THE FOLLOWING CONDITIONS EXIST:

• The primary purpose of the trip is official state business;

• The traveler uses, where necessary, his or her approved leave for the vacation or personal part of the trip; and

• The state agency does not incur any extra expenses beyond what it would normally incur had the trip occurred without any personal use coupled to the trip.

 

10.20.40.e

If a traveler spends extra field time at the destination:

 

Agencies may authorize per diem for extra field time at the destination if it can be demonstrated that a direct savings will accrue to the state. The calculation of the direct savings is to include a comparison of the commercial transportation costs; the per diem costs; and, when applicable, the salary and fringe benefit costs of the traveler(s) for whom the extra field time is being authorized. Such comparisons are to be documented and retained with the traveler’s Travel Expense Voucher.

 

October 1, 2002

 

Leave of absence during travel

10.20.50.a

When a traveler takes leave of absence of any kind because of being incapacitated due to illness or injury that is not due to the traveler’s own misconduct:

 

• The authorized reimbursement for meals and lodging may be continued during the leave period.

• Providing the traveler is able to travel, reimbursement is not to exceed in total the cost authorized for motor vehicle car mileage or common carrier in returning the traveler to the official station or official residence, whichever is closer, and then back to the assignment.

 

10.20.50.b

When a traveler takes leave of absence of any kind as a result of illness or injury that is due to the traveler’s own misconduct, the authorized reimbursement for meals, lodging, transportation, and all other travel expenditures may not be continued during the leave period.

 

10.20.50.c

When leave of absence of any kind is taken while in a travel status, the exact hour of departure and return to the temporary duty station must be shown on the Travel Expense Voucher (form A20-A, or A20-2A if applicable).

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