W. Va. Code R. § 142-NA-V

Current through Register Vol. XLI, No. 49, December 6, 2024

Section 142-NA-V - Filing Claims for Reimbursement after Returning from Out-of-State Trips

(a) An actual itemized expense account must be completed and submitted, along with travel, hotel, telephone, parking and other necessary and reasonable expense receipts. Only the original receipts or certified copies will be acceptable.

(b) Daily allowances for out-of-state travel shall be subject to:

(1) Meals: Reimbursement for the actual cost of meals incurred while absent from official stations is limited to the per diem rate for that zip code. First and last day travel will be at 75% of the per diem rate. Reimbursement for alcoholic beverages is excluded.

(2) Transportation: Reimbursement will be made for the actual cost of bus, rail or air travel. The mileage allowance for use of privately-owned vehicles (POVs) engaged in State business is set at the GSA rate for POVs, plus tolls, parking and garage fees, when applicable.

(3) Lodging: Employees traveling on State business will be reimbursed in the amount equal to their actual hotel bills for lodging. No reimbursement will be made for hotel charges for radio, movies, television or laundry. An itemized receipt for the amount paid for the hotel room must be submitted with the expense account.

(4) Registration Fees: Registration fees at meetings or conferences must be supported by a receipt. Registration fees may be directly billed for payment in advance.

(5) Tips and Gratuities: Tips and gratuities are included in per diem rates for meals. A $5.00 per day incidental shall be allowed for full-day travel and first and last day of travel.

(6) Baggage: Necessary charges for additional baggage transportation charges shall be reimbursed, as shall actual costs incurred in the transfer and storage of luggage.

W. Va. Code R. § 142-NA-V