Current through Register Vol. XLI, No. 44, November 1, 2024
Section 3 - General Information3.1 The State has an "accountable plan" for reimbursement of travel expenses and will only reimburse for actual expenses or in an amount deemed substantiated.3.2 Authority to manage, approve, or disapprove travel and travel-related expense is delegated exclusively to the spending officer of a state agency.3.3 Travel may be authorized only for official business and only if the state agency has the financial resources to reimburse the traveler for travel expenses.3.4 Travel expenses will be reimbursed for legitimate and reasonable expenses considered necessary for the proper conduct of Office business in accordance with this Policy.3.5 A Traveler is considered in "travel status" when he or she is traveling on behalf of the Office, which includes leaving his/her assigned official work location to perform duties at other locations.3.6 Approval to travel must be secured in advance by the Traveler from the Spending Unit providing reimbursement. The Travel Authorization shall be used as required by the authorizing Spending Unit in the E-Travel system.3.7 The responsibility to audit a traveler's expense report lies with the Spending Unit. Approval of a traveler's expense report by the Office means that the Travel Expense Report meets all criteria established by this policy for reimbursement. The Office shall audit and submit an accurate Travel Expense Report for reimbursement to the State Auditor's Office within fifteen (15) days after completion of travel.3.8 Travelers must use state contracts for travel services, or deal directly with the service vendor. Third Party Booking sites shall not be used.3.9 Travelers are personally responsible for submitting all required, valid receipts for travel to his/her Purchasing Card Coordinator for expenses paid by a Purchasing Card.