Travel Policy
Effective February 1, 2008
In-State & Out-of-State Travel
Effective February 1, 2008, there is no distinction between in-state and out-of-state travel. The OBM travel rule refers to either U.S. travel or out-of-country travel. U.S. travel is travel within the United States and Canada. Out-of-country is travel outside of the United States and Canada.
Transportation Expenses
Effective February 1, 2008, state agents who travel by privately owned automobiles may be reimbursed for mileage incurred on state business at the Internal Revenue Service's (IRS) standard business mileage rate. The IRS's current standard business rate is 50.5 cents/mile.Receipts are required for all service expenses incurred in connection with the operation of state owned automobiles, all common carrier expenses, and all miscellaneous transportation expenses exceeding $10. If a state agent accumulates transportation expenses of $25 or more in one day, all receipts are required.
A state agent shall not be reimbursed for mileage commuting from his/her residence to his/her headquarters nor from his/her headquarters to his/her residence. For example, if the state agent's normal commute from his/her residence to headquarters is ten (10) miles, and a state agent commutes from his/her residence to his/her authorized destination that is thirty (30) miles away, the state agent shall only be reimbursed for twenty (20) miles.
Meal Per Diem
Effective February 1, 2008, the rule establishes a statewide daily maximum for meal reimbursement. Reimbursement for meals for state agents is authorized only when overnight lodging is required.Standard meal reimbursement rates (including tips) are set forth below:
Breakfast $6
Lunch $9
Dinner $12
Incidentals $4
Total $31
OBM may update the per diem annually to adjust to the revisions to the Federal per diem schedule. The per diem is designed to offset the additional cost of travel, not to entirely pay for the traveler's meal. The amount of reimbursement shall be adjusted on departure and return days based on the time of departure and return. Travelers are expected to pro-rate per diem on travel days based upon their travel schedule. Please refer to the OBM travel rule for the prorated meal reimbursement schedule.
Note: With the adoption of the new policy, $31 is the maximum amount that can be reimbursed to a traveler. If a traveler spends more than $31 and has receipts to document the expense, he/she will only be reimbursed at the per diem rate. Additionally, the traveler cannot be reimbursed for more than he/she spent.
Gratuities
Effective February 1, 2008, state agents may no longer request reimbursement for gratuities. Gratuities are included in the rates established by OBM.
Meal Receipts
Effective February 1, 2008, OBM will not require state agents to submit receipts with their requests for reimbursement for meals. The head of a state agency (or his/her designee) may require that amounts claimed for meal expenses are supported by receipts, although meal receipts may not be required under this rule. Original receipts shall be submitted to the state agency.
Lodging Rates
Effective February 1, 2008, the reimbursement rate for lodging rates in commercial establishments within the U.S. is $80 per state agent per night plus applicable taxes or the lowest government rate in the area with approval from the state agency head or his/her designee.Out-of-country lodging in commercial establishments is authorized per state agent per calendar day at an actual cost that is determined to be reasonable by the head of the state agency or his/her designee.
Overnight lodging may be reimbursed only when the state agent is traveling on official state business and is either:
(a) At a location greater than 45 miles of both that state agent's residence and headquarters, or:
(b) At a location grater than 30 miles of both the state agent's residence and headquarters for conference purposes.
Receipts are required for all lodging expenses.
Conferences Meals
If a conference includes or provides a meal, the state agent shall not be reimbursed for that same meal under paragraph (D) of this rule.
Exceptions
Agencies seeking exceptions to this rule should submit a request to the Director
of OBM from the head of a state agency or his/her designee, prior to the
expense being incurred. No exception shall remain in effect for more than one
year.
The complete OBM travel rule can be found at on the OBM website at
www.obm.ohio.gov.
