|State Travel Policy and Procedures|
SBEX Policy No. 442-50
Adopted: July 1, 1996
Last Amended: July 1, 2012
Table of Contents
History of Amendments
Statement of Philosophy
Appendix "A" (History of rate changes)
- Travel Authorization
- Approval of Travel Expense
- Allowable Expenses
- Expenses Not Allowable
- Mode and Route of Travel
- Travel by Public Transportation
- Use of Privately-owned Automobile, Aircraft, or Other Conveyance
- Vehicle Rentals and Aircraft Charters
- Use of State Vehicles
- Lodging Expenses
- Meal Expenses Not Allowable
- Meal Expenses Allowable
- Miscellaneous Expenses
- Compensatory Time for Travel
- Leave During Travel Status
- Foreign Travel
- Internal Auditing of Travel Expense Vouchers
- Third Party Reimbursements, Rebates, Promotions
- Travel Claims Forms
Appendix "B" (Maximum per diem reimbursement rates)
Appendix "C" (Per diem examples)
History of Amendments
Effective July 1, 1996
Approved by State Board of Examiners on June 3, 1996
Amended by the State Board of Examiners
April 13, 1999
February 13, 2000
June 13, 2000
January 2, 2001
July 1, 2001
January 1, 2002
January 1, 2003
January 1, 2004
April 12, 2005
September 1, 2005
January 1, 2006
January 1, 2007
January 1, 2008
July 17, 2008
January 1, 2009
December 17, 2009
July 1, 2012
Statement of Philosophy
These State Travel Policies and Procedures are effective July 1, 1996, as adopted by the Board of Examiners in accordance with Sections 67-1001, 67-2004, 67-2005, 67-2006, 67-2007, 67-2008, 67-5250, Idaho Code. These travel policies and procedures replace and supersede any and all prior state travel regulations, policies and procedures that may have been promulgated or adopted by the Board of Examiners. These policies and procedures shall be agency guidelines for all personnel defined as employees of the state of Idaho, except as provided by law, and shall be applicable to all official travel paid for by the state of Idaho and all departments, agencies, officers, boards, commissions, institutions and other state entities.
Departments may adopt their own internal travel policies for additional administrative control or flexibility when deemed necessary or desirable. No department, however, may permit travel reimbursement exceeding that allowed by these state Travel Policies and Procedures, nor shall they institute more liberal measures of travel control than those provided herein. Department heads shall make certain that all of their employees who travel for official purposes are aware of these policies and procedures. A copy of the department's travel procedures and policies adopted in addition to those herein provided shall be filed with the State Controller.
All reimbursable travel of state employees must have been properly authorized; actually incurred; essential in achieving the goals or fulfilling the responsibility of a particular department; and conducted in the most economical and practical manner for the state.
The primary responsibility for proper control and compliance with State Travel Policies and Procedures, or those adopted by state departments, is inherent in the administrative responsibility and authority of the director of each department. For purposes of these policies and procedures, the term "director" shall also include the appointing authority of any state entity as enumerated above, or their designated representative(s).
1. Travel Authorization
Official travel of state employees must be authorized by the director of the department or by the director's designated representative(s).
Procedure 1-1. The method for granting authorization is left to the discretion of the director of each department.
2. Approval of Travel Expense
Travel expense vouchers must be approved for payment by the department director or designated representative(s).
3. Allowable Expenses
Payment of travel expense by the state of Idaho is limited to costs authorized in these State Travel Policies and Procedures, unless the Board of Examiners provides an exception thereto.
Travelers with disabilities: With prior approval of the department director or designated representative, employees with disabilities are allowed payments of certain additional travel expenses to accommodate their disabilities such as, but not limited to, subsistence and transportation of an attendant when the employee requires assistance, cost of specialized transportation, increased cost of specialized services for public carriers or special baggage handling.
4. Expenses Not Allowable
The following will not be paid by the State:
A. Expenses of a personal nature incurred for the convenience of the traveler including travel by indirect routes or stop-overs for personal reasons; or leaving earlier or returning later than necessary on a trip. It is acceptable for the traveler to leave their home station in reasonably sufficient time to arrive at an airport’s recommended pre-departure time.
1. Notwithstanding the restrictions contained in 4.A. above, an agency may reimburse an employee for travel expenses incurred during official travel which includes a personal stopover to the extent the employee sufficiently documents that the cost of the entire trip (including transportation, lodging, per diem, miscellaneous expenses and compensatory time) is no more than the costs would have been without the personal stopover. Supporting schedules must be attached to the employee's travel expense voucher.
2. Extraordinary expenses due to unusual circumstances when deemed appropriate and necessary, may be approved by the department director. Supporting documentation shall be attached to the travel expense voucher.
B. Expenses for travel between home and office or for other non-official purposes, except for expenses incurred by a state employee to participate in an approved agency commuting plan. Commuting plans must be submitted by a state agency in writing and approved by the Office of the Governor.
C. Expenses incurred by an employee while on leave.
5. Mode and Route of Travel
Employees shall use the most practical mode of travel from the standpoint of time and expense. When unusual circumstances preclude adhering to this procedure, department directors may allow an exception. Supporting documentation shall be attached to the travel expense voucher
6. Travel By Public Transportation
Reimbursement for travel by common carrier shall be limited to the lowest cost means of travel unless it is impractical or not available. When for personal reasons a traveler is authorized by the department director to use a private conveyance in lieu of common carrier, reimbursement will be limited to an amount for travel, meals, lodging and miscellaneous expenses equal to the amount which would have been incurred had the travel been by common carrier. Authorized travel time shall be limited to that which would have been allowed had the employee traveled by common carrier. Unless the department director specifically authorized a leave of absence, excess travel time incurred by the authorized use of a private conveyance for personal reasons during working hours shall be charged to the traveler's accrued leave.
Procedure 6-1. All original receipts for travel by common carrier paid by an employee must be attached to the travel expense voucher. This includes the boarding fees at airports which are considered part of the airline ticket expense. Additional fees such as baggage fees, mileage surcharges and other miscellaneous fees may also be reimbursable to the employee, provided that the same were necessary in the public service (Section 67-2006, Idaho Code).
Procedure 6-2. An explanation must be attached to the travel expense voucher when an employee is authorized to use a private conveyance in preference to the common carrier and is claiming an amount equivalent to the common carrier fare. The explanation must include destination, actual departure and return dates and hours which would have been incurred by the use of the common carrier.
7. Use of Privately-owned Automobile, Aircraft, or Other Conveyance
The use of privately-owned automobiles, aircraft, or other conveyances may be authorized whenever it is more practical or beneficial to the state's mission than transportation by common carrier or state vehicles. Privately-owned conveyances shall be covered by public liability and property damage insurance, pursuant to Idaho Code.
The cost of transportation by private conveyance shall be paid at the rate set by the Board of Examiners, pursuant to Appendix A, up to the maximum allowed by law.
If an agency-owned vehicle is available to the traveler, but for personal convenience a privately-owned conveyance is used, the reimbursement shall be limited to one-half the applicable rate, unless otherwise determined by the director.
Allowable in-state mileage shall be computed according to the latest official state highway map or mileage charts. Allowable out-of-state mileage shall be computed according to the latest Rand McNally Atlas. Odometer readings are permissible only when mileage computations cannot be made from such maps or charts.
Travel for official purposes in and about a city, including travel within an employee's official station, as defined in 11, when not constituting a trip between two communities may be consolidated on a daily basis and reported as "vicinity travel".
Automobile storage or parking fees will be an allowable expense when necessary to protect state or private property, or for other reasons is advantageous for the state.
Receipts for storage or long term parking fees must be attached to the travel expense voucher for reimbursement.
8. Vehicle Rentals and Aircraft Charters
Automobile rental or aircraft charter may be authorized by the department director when the use of such conveyance is the most economical and practical means of transportation, necessary to accomplish the state's mission.
The most economical and practical rental equipment available will be used. Receipts for vehicle rental or charter costs paid by the traveler must be attached to the travel expense voucher for reimbursement.
9. Use of State Vehicles
The use of state vehicles for personal or other non-official business is strictly prohibited. Home-to-office driving is only permissible when beginning or ending an authorized trip outside of regular business hours, or for other reasons considered in the best interest of the state and approved by the department director. The names and an explanation of the responsibilities of administrative personnel determined by the department director to require the permanent assignment of a state vehicle shall be furnished to the Board of Examiners for approval.
Individuals who are not on state business may not operate or ride in a state conveyance while on official state business unless prior approval has been granted by the director or designated representative(s). Supporting documentation must be attached to the travel expense voucher.
State and local traffic laws must be observed at all times. Any employee committing an infraction of such laws shall be personally liable for any damage if the employee is acting outside the course and scope of official duty, and may be subject to disciplinary action. Any employee committing an infraction of such laws may be requested to attend a defensive driving course. Employees shall be personally liable for any fines arising from infractions of state and local traffic laws. State vehicles may be operated only by individuals who possess a valid operator's license. Seat belts must be worn at all times while operating or riding in state vehicles.
10. Lodging Expenses
The actual cost of lodging plus applicable tax will be reimbursed to the traveler. Lodging costs may be direct-billed to the department with prior approval of the department director. Lodging costs within an employee's official station (defined in 11.) are not allowable.
Procedure 10-1. Original receipts for all lodging must be attached to the travel expense voucher for reimbursement. Any exception to this procedure must have supporting documentation attached to the travel expense voucher.
Procedure 10-2. At the time of making reservations or registering, employees shall identify themselves as state employees and whenever possible, secure the accommodations at the government rate, if available.
11. Meal Expenses Not Allowable
Expenses for meals or lodging of employees at their official station shall not be allowed except as provided below.
"Official station" is defined as the work area or office assigned to the employee or in certain circumstances the department director may further define the "official station" of employees with unique work assignments or responsibilities.
An exception may be made when the department director determines that due to unusual circumstances it is in the best interest of the state that the employee not return home each night, or these expenses are prepaid as part of a registration for a conference, or when the employee's job description requires that employee to be on call for emergencies during meal time.
1. Any potential determination as to what comprises a "conference" or "convention" at the official station must meet certain criteria before any consideration of meals reimbursement will be made. Such criteria may include one or more of the following: (a) the function has participants from various locations; (b) a registration fee is charged; (c) it has a published agenda; (d) meal cost is included in the registration fee; (e) attendance is compulsory or voluntary as determined by the department director, etc.
Meal expense shall not be reimbursed when a clear distinction cannot be made by any agency's documentation supporting what constitutes an official "conference" and/or "convention" using the criteria cited in 11.1.herein.
2. Reimbursement for meals at the home station is not allowable for informal meetings (i.e. over a casual breakfast, lunch or dinner) between staff members of an agency or other agencies; other state and federal employees; state employees and legislators, etc. However, with Board of Examiners approval, home station meals may be reimbursed where necessary to promote trade or commerce.
The State Controller's Office will interpret all meetings to be informal unless documented proof is submitted with the travel expense voucher showing otherwise. All meals qualifying for reimbursement will be paid only to the extent authorized by Idaho Code 67-2008.
3. Reimbursement will not be made to an employee for expense of meals or lodging provided by relatives or other parties unless the relative or other party is in the business of providing such services and advertises such to the general public.
4. Reimbursement will not be made to an employee for meal expenses when the employee left their home station earlier than reasonably necessary to meet an airport’s recommended pre-departure time.
12. Meal Expenses Allowable
A. Per Diem Reimbursement
Without supporting documentation, a per diem reimbursement shall be paid to the traveler in accordance with the amounts set by the Board of Examiners pursuant to Appendix B, up to the maximum allowed by law, for all official travel which mandates an overnight stay. Per diem is defined as the reimbursement for: meals, meal gratuities, and fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardess on ships, and hotel servants in foreign countries.
Complimentary meals, including continental breakfast provided by a hotel and meals provided by common carriers will not be deducted from the per diem allowance to be paid.
B. Partial Day Reimbursement
Where employees are absent from their official station for less than twenty-four (24) hours, a partial day reimbursement for meals, including gratuity, shall be paid to the traveler at the maximum rate set by the Board of Examiners pursuant to Appendix B, Partial Day Per Diem Reimbursement. Each department may adopt an internal policy regarding partial day per diem reimbursement whenever travel does not involve an overnight stay.
For travel involving an overnight stay a partial day reimbursement for per diem shall be paid to the traveler at the maximum rate set by the Board of Examiners pursuant to Appendix B, Partial Day Meal Reimbursement, within the following limitations:
Breakfast: If the actual departure time is 7:00 a.m. or before, or if the return time is 8:00 a.m. or after.
Lunch: If the actual departure time is 11:00 a.m. or before, or if the return time is 2:00 p.m. or after.
Dinner: If the actual departure time is 5:00 p.m. or before, or if the return time is 7:00 p.m. or after.
If meals are furnished as part of a conference registration fee, the employee shall be reimbursed for meals not provided at the partial day meal reimbursement rate, pursuant to Appendix B.
Procedure 12-1. The destination, time and date of departure and return to official station must be shown on the travel expense voucher for each trip.
C. Refreshments and Meals for Official Meetings
The State Board of Examiners recognizes the importance of sponsoring meetings and training sessions. Further, the Board understands that to facilitate the needs of the attendees and to ensure the best utilization of attendee time, refreshments and/or meals may be provided to those attending department-sponsored meetings and/or training sessions under the following criteria:
a. The meeting or training session has a published agenda and attendance is mandatory.
b. The meeting or training session has an intended duration of three (3) hours or more;
c. There are five (5) or more attendees; and
d. The total per attendee cost of the refreshments, per refreshment break, will not exceed $7.50, which is the allowable partial day per diem amount established for breakfasts, pursuant to Appendix B.
a. The meeting or training session has a published agenda and attendance is mandatory;
b. Location or scheduling conflicts do not lend themselves to a meal recess;
c. The meeting's business is furthered by speeches, presentations or interpersonal exchange that would not normally occur on a daily basis;
d. The meeting or training session has an intended duration of six (6) hours or more;
e. There are five (5) or more attendees; and
f. The per attendee cost of the meal does not exceed the allowable partial day per diem reimbursement, pursuant to Appendix B.
Regularly scheduled staff meetings or department-sponsored social gatherings shall not qualify for meal or refreshment provisions unless such meetings occur no more than quarterly and attendees are brought together from various locations throughout the state. Further, an attendee shall not be eligible for meal reimbursement due to travel status if such meal is provided while attending a meeting or training session
13. Miscellaneous Expenses
With supporting documentation, expenses for certain miscellaneous items are reimbursable if incurred by a state employee in the official conduct of state business. Necessary miscellaneous expenses, for which receipts may not be available, may be reimbursed upon certification by the employee.
Department directors shall establish procedures regarding documentation by receipts for the following items:
A. Taxi or bus fares to and from depots, airports, and hotels, and other ground transportation costs necessary to conduct official state business while in authorized travel status.
B. Telephone calls and telegraph messages, including one personal telephone call per day by the traveling employee, limited to ten (10) minutes. In the case of a family emergency or unusual circumstances, personal calls of longer duration may be approved by the director.
C. All business-related expenses including stenographic or typing and facsimile services, stationery, postage, or other supplies if such were necessary for the transaction of state business.
D. Customary fees for cashiers’ checks, bank drafts, or money orders for the purpose of making a remittance to the state.
E. Registration fees which are required as admittance or attendance fees for official participation in conferences, conventions, or other meetings.
F. Laundry during a state business trip of five (5) days or longer duration away from the employee’s official station.
G. Expenses not specifically described in these policies and procedures as an allowable expense, but which nevertheless, are necessary in the performance of official state business.
14. Compensatory Time for Travel
Compensatory time for travel will be granted in accordance with Fair Labor Standards Act Regulations 29 C.F.R. Section 785.38, 785.39, 785.40, 785.41, to all employees except those listed as "non-covered" under the FLSA, including elected officials, personal staff members selected or appointed by elected public officials, policy-making appointees of elected officials, legal advisors, legislative employees, bona fide volunteers, independent contractors, prisoners, and "trainees".
15. Leave During Travel Status
A traveler who has been granted leave, either compensable or non- compensable, while in travel status shall report in his claim for reimbursement the exact date and time of departure from duty and return.
16. Foreign Travel
The state of Idaho foreign travel policy, pursuant to Idaho Code §67-2008A, shall be as follows:
The foreign travel per diem allowance (FTPDA) is a payment in lieu of reimbursement for actual expenses. The FTPDA is intended to cover the costs of meals at adequate, suitable and moderately priced facilities including costs of mandatory service charges, taxes, laundry and dry cleaning.
The FTPDA will be based on the most current publication of U.S. Department of State Maximum Travel Per Diem Allowances for Foreign Areas. The daily FTPDA will be 100% of the listed M & IE rate in the above publication.
The actual cost of lodging plus applicable tax and service charge will be reimbursed to the traveler.
17. Internal Auditing of Travel Expense Vouchers
Each department shall provide a procedure for auditing of all claims for travel expenses for compliance with the standards established by these state policies and procedures, or those adopted or imposed by internal department policies and procedures.
Procedure 17-1. It is the responsibility of individual departments to audit all expense vouchers thoroughly to ensure their completeness, correctness and fiscal integrity. All claims shall be presented in a legible manner. Audit procedures should include verification of the following items:
A. Travel duration does not exceed the trip requirements.
B. Expenses are not claimed by employees in leave status.
C. Vicinity travel is reasonable considering work assignments.
D. Trip mileage corresponds to official state highway maps and mileage charts.
E. Beginning and ending hours and dates are shown for each trip.
F. The travel was properly authorized and the purpose of the travel is shown.
G. All entries are mathematically correct, unallowable expenses are deducted, and
H. All necessary receipts and explanations are securely attached to the travel expense voucher.
Each department will keep a complete record of all employee travel by maintaining a copy of the travel expense voucher and all applicable and supporting documentation accompanying the claim.
Records as noted above will be maintained by the department for a period of three (3) years or until the next audit of financial records is completed.
18. Third Party Reimbursements, Rebates, Promotions
When a third party is expected to reimburse the state for the trip, that information along with the name and billing address of the third party must be included on the travel request. The reimbursement must be made to the agency paying the original travel or endorsed in the agency's favor.
Travel awards and benefits such as frequent flyer miles awarded as a result of state travel will become the property of the traveler and will not be claimed by the state.
19. Travel Claims Forms
The State Controller shall provide each department the proper and necessary forms for the processing of travel claims. The State Controller may issue additional instructions for the submission of travel vouchers as specifically provided by Chapter 10, Title 67, Idaho Code.
Lodging expense will be reimbursed at actual cost as long as the cost is not unreasonable or exorbitant.
Mileage and Meals
|Effective Date||Private Vehicle||MEALS|
|7-1-12||55.5 cents private vehicle/aircraft||$30.00||$46.00 or Federal Rate|
|History of Rate Changes:|
|Effective Date||Private Vehicle||MEALS|
|7-1-74||15 cents car|
|7-1-78|| 15 cents car|
17 cents air
|8-15-79||17 cents car|
|5-1-80||18 cents car||$15.00||$20.00|
|7-1-84||22 cents car|
|1-1-85||20.5 cents car|
|12-13-88|| 22 cents pvt|
|7-1-90||26 cents car||$20.00||$30.00|
|7-1-96|| 31 cents pvt|
|2-13-00|| 32.5 cents pvt|
|1-2-01|| 34.5 cents pvt|
|7-1-01||34.5 cents pvt|
|$30.00||$30.00 or Federal Rate|
|1-1-02||36.5 cents pvt vehicle/aircraft||$30.00||$30.00 or Federal Rate|
| 1-1-03|| 36.0 cents pvt |
| $30.00|| $30.00 or Federal Rate|
| 1-1-04|| 37.5 cents private |
|$30.00||$31.00 or Federal Rate|
|4-12-05||40.5 cents private |
| $30.00||$31.00 or Federal Rate|
|9-1-05||48.5 cents private vehicle/aircraft||$30.00||$31.00 or Federal Rate|
|1-1-06||44.5 cents private vehicle/aircraft||$30.00||$39.00 or Federal Rate|
|1-1-07||48.5 cents private vehicle/aircraft||$30.00||$39.00 or Federal Rate|
|1-1-08||50.5 cents private vehicle/aircraft||$30.00||$39.00 or Federal Rate|
|7-1-08||58.5 cents private |
|$30.00||$39.00 or Federal Rate|
|1-1-09||45.5 cents private |
|$30.00||$39.00 or Federal Rate|
(Approved on 12-15-09)
|45.5 cents private|
|$30.00||$46.00 or Federal Rate|
|7-1-12||55.5 cents private|
|$30.00||$46.00 or Federal Rate|
Maximum Per Diem Reimbursement Rates
Daily Per Diem Reimbursement (see definition of “per diem” in Section 12A)
(a) In State $30.00 day
(b) Out-of-State Per Diem Reimbursement Rate
$46.00 per day is the base, but would allow the higher federal rate.
Partial Day Per Diem Reimbursement
Where employees are to be absent from their official station on official business for less than twenty four (24) hours, partial day per diem reimbursement is equal to a maximum of twenty-five percent (25%) of the total per diem rate for breakfast, thirty-five percent (35%) for the total per diem rate for lunch, and fifty-five percent (55%) of the total per diem rate for dinner.
Official Conferences or Conventions
The above limits upon partial day per diem reimbursements do not apply to official conferences or conventions as described in 11.1 herein whether at the official station or not. As to such conferences or conventions, only the statutory daily limits of I.C. §67-2008 will apply.
Agencies may adopt maximums of lesser amounts than those established by the Board of Examiners.
Per Diem examples
A. Employee attends a conference at their home station and lunch is provided as part of the conference registration fee (registration fee was paid by the employer). The meal is allowable and no reimbursement for the meal cost is due back to the employer from the employee. Providing the conference meets the definition listed in # 11 of the Board of Examiners Travel Policy **(please note on this example the employee is not in travel status since the conference is at their home station, and is not eligible for per diem)
B. Employee is in travel status and the hotel they are staying at offers a continental breakfast. Employee does not have to deduct the partial day per diem amount for the continental breakfast (see # 12 A of the Board of Examiners Travel Policy). The employee can voluntarily choose to deduct the partial day per diem amount for the continental breakfast, if they utilized that service, but it is not required.
C. Employee is in travel status and attends a conference out of town and lunch is provided as part of the conference registration fee (registration fee was paid by the employer) then the employee can only be reimbursed the per diem amounts for any meals not provided (see # 12 B of the Board of Examiners Travel Policy).
D. Employee is in travel status and attends an agency sponsored meeting or training and lunch is provided, then the employee can only be reimbursed for any meals not provided (see # 12 C of the Board of Examiners Travel Policy).