Note: State travel regulations can be accessed at the following State Accounting Office web site: http://sao.georgia.gov. Click on Statewide Travel Regulations under At Your Service.

Reimbursement claims for subsistence (meals and lodging) are to be reported on travel expense statements by date, location, and amount for each meal and lodging claimed. An individual taking annual leave while away from headquarters on official business is not entitled to subsistence for the period of leave. With certain exceptions, reimbursement for meals within a 30-mile radius and lodging within a 50-mile radius (or the county) of a person's home office or residence is not allowable. Out-of-state travel expenses for meals and lodging may exceed the following limits for travel within the state, but they should be reasonable and any unusual amounts should be justified. Topics in this section include: Definitions Authorization for Travel Reimbursement of Meal Expenses Lodging Expenses

Travel by State-Owned or Personal Vehicles Travel by Rented or Public Transportation Travel by Private Aircraft Miscellaneous Travel Expenses Corporate Charge Cards and Travel Advances Reimbursement Procedures

4.1.1 Agency

AGENCY means any department, board, commission, or other unit of state government that is subject to the Statewide Travel Regulations.

4.1.2 Commercial Transportation

COMMERCIAL TRANSPORTATION means any entity that offers transportation of people or goods to the public for pay.

4.1.3 County and Municipal Excise Tax

COUNTY AND MUNICIPAL EXCISE TAX means the local taxes charged by hotels/motels for lodging. This tax is separate from the state sales tax.

4.1.4 DOAS Vehicles

DOAS VEHICLES means the statewide vehicle motor pool that is operated by the Department of Administrative Services’ Motor Vehicle Services Division.

4.1.5 Employee Travel Expense Statement

EMPLOYEE TRAVEL EXPENSE STATEMENT means the accounting document used to reimburse a state employee for travel expenses incurred while on official business.

4.1.6 Federal Per Diem Rate

FEDERAL PER DIEM RATE means the maximum reimbursements allowed to federal employees who are on travel status. The available rates only include locations within the continental United States. Separate per diem limits have been established for foreign travel.

4.1.7 High Cost Area

HIGH COST AREA means any area within Georgia within which meal expenses may be reimbursed at a higher amount than the limits that otherwise apply to travel within Georgia. High cost areas are limited to the following counties: Chatham, Cobb, DeKalb, Fulton, Glynn, and Gwinnett counties.

4.1.8 Lodging

LODGING means a hotel, motel, inn, apartment, or similar entity that furnishes lodging to the public for pay.

4.1.9 Per Diem for Meals

PER DIEM FOR MEALS means the cost of a meal including applicable taxes and tip.

4.1.10 Miscellaneous Travel Expense

MISCELLANEOUS TRAVEL EXPENSE means a necessary and reasonable expense incurred by a state employee while traveling on official business. This term does not apply, however, to meals, lodging, mileage or transportation costs.

4.1.11 Normal Commuting Miles

NORMAL COMMUTING MILES means the miles traveled on a regular, usually daily, basis from an employee’s residence to the location most frequently associated with work performed outside of that residence, generally at a “headquarters.” This should be a standard distance that does not change from one reimbursement request to the next.

4.1.12 Personal Motor Vehicle

PERSONAL MOTOR VEHICLE means a motor vehicle that is owned or leased for personal use by an employee. Personal motor vehicles include automobiles, motorcycles, and aircraft.

4.1.13 Point of Departure

POINT OF DEPARTURE means the beginning location used to calculate state-use miles traveled in a personal vehicle. For the normal workweek, the point of departure will be either the employee’s residence or headquarters, whichever is nearer to the destination point. During weekends and holidays, employees should use the actual point of departure to calculate travel mileage.

4.1.14 Travel Advance

TRAVEL ADVANCE means any payment to an employee for travel expenses that will be incurred for a scheduled, future trip.

4.1.15 Travel Advance Authorization Form

TRAVEL ADVANCE AUTHORIZATION FORM means the form used to document approval of cash advances by an Institution head or his designee and to document receipt of the cash advance by the employee.

4.1.16 Travel Exception

TRAVEL EXCEPTION means written authorization for travel reimbursement of expenses generally not allowable under the Statewide Travel Regulations.

4.1.17 Travel Expenses

TRAVEL EXPENSES means meal, lodging, mileage, transportation, and miscellaneous expenses.

4.2.1 General Provisions

Subject to the provisions outlined in these travel regulations, the State Accounting Office and the Office of Planning and Budget have authorized travel reimbursement for the following expenses:

• Meals associated with overnight lodging and in certain circumstances where there is no overnight lodging;
• Lodging expenses;
• Mileage for use of personal vehicle or aircraft;
• Transportation expenses, including parking and toll fees; and
• Certain miscellaneous expenses associated with travel.

The specific policies regarding the reimbursement of travel expenses, as well as expense limits and required documentation are outlined in the following sections.

4.2.2 Exceptions to Travel Regulations

 

Situations may arise in the course of performing job duties that may require employees to incur travel expenses that are generally not reimbursable. The State Accounting Office and the Office of Planning and Budget are authorized to grant one-time exceptions for unusual circumstances.

4.2.3 Employee Authorization for Travel

Each employee required to travel in the performance of official duties and entitled to reimbursement for expenses incurred shall have prior authorization from the department head or other designated official for the performance of travel. Approval may be in the form of a standing authorization in the case of individuals required to travel on a regular or continuous basis, a specific authorization in the case of those individuals who are required to make occasional trips, or a specific authorization for all out-of-state trips.

Specific authorization shall be in such form as to indicate the itinerary, estimate of the cost of travel, mode of transportation, and the general purpose of travel. A copy shall be attached to the travel expense report. Travel to points just beyond the state border necessary for the accomplishment of in-state business shall not be construed as out-of-state travel for the purpose of these regulations. The design and provision of the form to properly document prior approval shall be the responsibility of each institution of the University System. It is believed that these travel practices will protect the best interest of the employee and the University System.

4.3.1 Per Diem Allowance for Meals Associated with Overnight Travel Within Georgia (General Rules)

Employees traveling overnight may be paid a per diem amount designed to cover the cost of meals (including taxes and tips), based on the number of meals per day for which the employee is eligible.

The daily meal limits shown below may be considered as a single daily total:

Number of Meals Reimbursed	Meals Reimbursed	Maximum Allowable Expense (1)
3 meals per day	breakfast/lunch/dinner	$28.00
2 meals per day	breakfast/lunch	$13.00
	breakfast/dinner	$21.00
	lunch/dinner	$22.00
1 meal per day	breakfast	$ 6.00
	lunch	$ 7.00
	dinner	$15.00

Day of Departure

1. If an employee departs on an overnight trip prior to 6:30 am, the employee is eligible for per diem for breakfast on the day of departure, along with being eligible for lunch and dinner per diem on that day.

 

2. If an employee departs on an overnight trip prior to 11:00 am, the employee is eligible for per diem for lunch on the day of departure, along with being eligible for per diem for dinner on that day.

3. If an employee departs on an overnight trip prior to 5:30 pm, the employee is eligible for per diem for dinner on the day of departure.

Day of Return

1. If an employee returns from an overnight trip after 6:30 am, the employee is eligible for per diem for breakfast on the day of return.

2. If an employee returns from an overnight trip after 1:30 pm, the employee is eligible for per diem for lunch on the day of return.

3. If an employee returns from an overnight trip after 7:30 pm, the employee is eligible for per diem for dinner on the day of return.

 

If any meal is included as a part of the cost of a conference registration, etc., such meal(s) should not be considered eligible in the calculation of per diem and an employee may not receive per diem for the normally eligible number of meals. For example, if conference registration includes breakfast and lunch, the employee will only receive per diem for the dinner meal ($15, or $20 for high cost areas). Because most conferences, etc., accommodate a variety of dietary needs/restrictions, employees are expected to participate in such meals.

In rare circumstances, an employee may be unable to participate in a conference meal. In such a case, the employee may request the per diem amount associated with the meal purchased in lieu of that provided. If requesting such reimbursement, a receipt documenting the meal purchase must be attached to the travel expense statement, and a justification for the meal purchase must be indicated on the statement.

4.3.2 Per Diem Allowance for Meals Associated with Overnight Travel Within High Cost Areas in Georgia

Note: (1) Taxes and tips are allowable expenses. However, they should be included in the total expense for the meal.

Employees are considered traveling in high cost areas of Georgia when their official responsibilities must be performed at a location in the high cost area. Employees who are not both working and spending the night in lodging in a designated high cost area are subject to the general meal limits.

4.3.3 Per Diem Allowance for Meals Associated with Overnight Travel Outside Georgia

Employees are considered traveling outside Georgia when their official responsibilities must be performed at an out-of-state location.

Note: Employees who are working in Georgia but spending the night in lodging in another state are not traveling outside Georgia. Travel to points just beyond the state border necessary for the accomplishment of in-state business shall not be construed as out-of-state travel for the purpose of these regulations.

Employees traveling outside Georgia should make every effort to remain within the meal limits prescribed in these travel regulations. However, employees may experience some high cost areas that cause the employee to exceed the authorized meal expenses.

Employees traveling outside of Georgia may receive meal per diem amounts up to the federal per diem rates, at the discretion of the approving agency head or designee.

The federal per diem rates and meal amounts are located at the following Internet addresses:

• Federal per diem rates for locations within the continental United States: http://www.gsa.gov/perdiem

• Breakdown by meal for federal per diem amounts: http://www.gsa.gov/mie

• Federal per diem rates for foreign travel: http://www.state.gov/m/a/als/prdm

Per diem rates associated with travel to high cost out-of-state areas should be approved by the agency head or his/her designee prior to the trip, in order that the employee might plan meals accordingly.

 

4.3.4 Per Diem Allowance for Meals Not Associated with Overnight Travel

Employees who are required to travel for their job and do not stay overnight may be reimbursed for certain meal expenses under the following situations.

1. Employees acting as an official representative for their department may receive per diem for meals that are an integral part of a scheduled, official meeting. Per diem is only authorized, however, if the meeting is with persons outside the employee’s department and if the meeting continues during the meal. Employees are not authorized to receive this per diem if they leave the premises of the meeting site.

2. Employees may be reimbursed for noon meals that are part of a required registration fee that is paid by the employee.

Note: In this instance, a per diem is not authorized, since the registration fee is the basis for reimbursement.

3. Employees on State business who travel more than thirty (30) miles from home or headquarters on a work assignment, and are away for more than thirteen (13) hours, may receive per diem for the noon meal, even when there is no overnight lodging. In addition to the noon meal, employees who depart prior to 6:30 a.m. are entitled to per diem for breakfast, and employees who return later than 7:30 p.m. are entitled to per diem for dinner. Employees must meet the eligibility requirements outlined above for per diem related to the noon meal before per diem for breakfast and/or dinner will be considered.

Employees who are reimbursed for any of these circumstances are still expected to remain within the authorized meal limits.

Note: Statewide travel regulations do not authorize employees to be reimbursed for meals purchased during a “lunch meeting” in which the meal and the meeting are one and the same.

4.3.5 Meal Expenses Incurred While Taking Leave
Employees who take annual leave while on travel status may not be reimbursed for meal expenses incurred during the period of leave.

4.3.6 Required Documentation of Meal Expenses
Receipts for meals are not required, except as discussed in Section 4.3.1, starting on page 4-7. Times of departure (for the day of departure) and return (for the day of return) should be noted on the employee travel expense statement to substantiate meals eligible for payment of per diem. All meals included as a part of conference registration fees, etc., should be noted on travel form. Meal expenses incurred that exceed the authorized per diem amounts due to travel in high cost areas or out-of-state should be itemized separately and explained on the travel expense statement, and are eligible for reimbursement as determined by the approving official.

4.4.1 General Provisions

Employees who travel more than fifty (50) miles (and outside the county) of their home office, residence, or headquarters may be reimbursed for lodging expenses associated with overnight travel.

Employees will be reimbursed for the actual lodging expenses, provided the expenses are reasonable. Each institution may establish its own policy regarding the maximum reasonable rates for overnight lodging.

4.4.2 Employee Responsibilities

Employees traveling overnight are responsible for ensuring the most reasonable lodging rates are obtained. To accomplish this, employees should:

• Make reservations in advance, whenever practical,

• Utilize minimum rate accommodations,

• Avoid the “deluxe” hotels and motels, and

• Obtain corporate/government rates, whenever possible.

4.4.3 Reimbursement of Lodging Expenses for Overnight Travel Outside Georgia

Lodging expenses for hotels/motels outside Georgia may exceed the maximum reasonable rates set by an institution. Employees traveling out-of-state should refer to the federal per diem rates to identify high cost areas of the United States, and to determine whether higher expenses are justified. The federal per diem rates are located at the following Internet addresses:

• For locations within the continental United States: http://www.gsa.gov/perdiem

• For foreign travel: http://www.state.gov/m/a/als/prdm

Note: The rates published by the federal government should only be used as a guide.

The institution head or his/her designee should approve lodging expenses associated with travel to high cost areas prior to the trip.

4.4.4 Lodging Associated with a Meeting or Seminar

Employees who stay at a hotel/motel that is holding a scheduled meeting or seminar may incur lodging expenses that exceed the rates generally considered reasonable. The higher cost may be justified in order to avoid excessive transportation costs between a lower cost hotel/motel and the location of the meeting.

 

4.4.5 Authorization for Lodging Within the 50 Mile Radius

On occasion, institutions are required to sponsor conferences, trade shows, and other functions that require personnel to work at the event. In many cases, the persons planning and coordinating the event reside or work less than fifty (50) miles from the scheduled meeting site.

Institution heads are authorized to approve overnight travel for such persons who are coordinating institution-sponsored events, provided the affected employees are required to conduct business activities at the site the following day. In addition to lodging, affected employees may be reimbursed for meals and mileage in accordance with the provisions of the Statewide Travel Regulations.

Institutions are required to keep records of all persons authorized for travel status under this provision. Such records must be maintained in a central file and must include the names of all persons approved for travel under this provision, the dates of the event, the purpose of the event, the responsibilities of the individuals approved for travel status, and the written and signed authorization of the institution head. Authorization for such travel must be done in advance of the scheduled event.

It should be noted that this provision only applies to conferences and other institution sponsored events that occur. This provision does not authorize persons to claim travel reimbursement for activities that are part of their normal responsibilities. In addition, this provision would not apply for persons who are required to attend evening meetings as part of their normal responsibilities.

4.4.6 Shared Lodging

When employees on travel status share a room, reimbursement will be calculated, if practical, on a prorated share of the total cost. When a state employee on travel status is accompanied by someone who is not a state employee on travel status, the employee is entitled to reimbursement at a single room rate.

4.4.7 Taxes Associated with Lodging Expenses

If lodging is paid directly by employee (personal credit card, personal check, or cash), state and local government officials and employees traveling within the state on official business are exempt from paying the county or municipal excise tax on lodging (“hotel/motel” or “occupancy” tax). [OCGA 48-13-51 (a)(1)(C)(ii)]. Employees are required to pay any state/local sales and use taxes. The exemption when paying by personal credit card, check or cash applies only to the hotel/motel tax.

Employees are required to submit a copy of the hotel/motel tax-exemption form when they register at a hotel/motel. A copy of this form is shown on the following page.

 

This exemption does not apply to employees staying at an out-of-state hotel/motel.

Employees should be able to provide proper identification to document their employment as a state or local government employee. Employees should be sure to present the hotel/motel tax-exemption form to the hotel at check-in. If the hotel refuses to accept the form at check-in, the employee should attempt to resolve the issue with hotel management before checking out at the end of their stay. Employees should review hotel/motel receipts to ensure that taxes have been applied correctly to their lodging expenses in accordance with the state tax laws and regulations. Employees should attempt to resolve any problems with the billing prior to checkout.

If the matter is not resolved by the time the employee checks out, the employee should pay the tax. The employee should explain the payment of the tax as an unusual expense on their travel statement.

The employee’s agency is authorized to reimburse the employee for the hotel/motel tax if the employee provides the agency with the following information:

• Employee name;

• Date(s) of lodging;

• Name, address, telephone number of hotel; and,

• Documentation from the hotel/motel of their refusal to omit the excise tax.

If lodging is paid directly by the state or local government, such as by direct-bill, state credit card, or government check, the hotel/motel should not collect any taxes associated with the lodging expenses.

4.4.8 Resort and Other Fees

Some hotels include a charge for “resort” or other fees. These are not tax-exempt fees, and should be reimbursed as an eligible lodging expense.

4.4.9 Lodging Expenses Incurred While Taking Leave

Employees who take annual leave while on travel status may not be reimbursed for lodging expenses incurred during the period of leave.

4.4.10 Required Documentation of Lodging Expenses

4.4.11 Georgia’s “Green Hotels” Program

The Georgia Department of Natural Resources has developed a program to identify and certify lodging properties that are taking significant steps to reduce their demands on Georgia’s natural resources and to act as good corporate citizens. These certified “Green Hotels” meet a stringent standard for environmental stewardship and operational efficiency. By using less toxic cleaning and maintenance chemicals, these hotels provide healthier conditions for guest and employees.

4.5.1 General Provisions

The Legislature in its 2005 special session passed Senate Bill 1 EX, amending OCGA 50-19-7 and tying the mileage reimbursement rate for use of a personal motor vehicle to the rate established by the United States General Services Administration (GSA) pursuant to the Federal Travel Regulations Amendment 2005-01 as of July 1, 2005, or subsequently amended. These GSA rates are based on a determination of the most advantageous form of travel. Advantageous use may be determined based on energy conservation, total cost to the State (including costs of overtime, lost work time, and actual transportation costs), total distance traveled, number of points visited, and number of travelers. Documentation of the determination of “advantageous use” should be retained for audit purposes.

Note: For more information, refer to the following Internet addresses:

• General Services Administration: http://www.gsa.gov/pov

• DOAS Vehicle Cost Comparison Tool: http://ssl.doas.state.ga.us/vehcostcomp/

Employees are encouraged to utilize agency-owned vehicles, if available, for travel within the state of Georgia, and when appropriate for travel outside the state. However, if agency owned vehicles are not available, employees may choose between using DOAS or personal vehicles. Institutions may reimburse employees for the mileage incurred during the employee’s use of a personal vehicle.

The mileage reimbursement encompasses all expenses associated with the operation of a personal motor vehicle, with the exception of tolls and parking expenses, which are reimbursed separately.

4.5.2 Use of Agency-Owned or DOAS Vehicles

Institutions that maintain a fleet of vehicles should establish the necessary policies and procedures consistent with state fleet management policy for employees to request, utilize, and maintain the vehicles. Employees traveling in state-owned vehicles should purchase fuel using the state contracted fuel program credit card at fuel program network fuel stations. If the vehicle should break down while traveling, the institution responsible for maintaining the vehicle will provide for repairs and roadside assistance to the driver.

4.5.3 Mileage Reimbursement Rates for Use of Personal Vehicles

The following rates should be used for mileage reimbursement for personal vehicles.

Note: Mileage rates are changed only upon notification from the State Accounting Office and the Office of Planning and Budget via the State Accounting Office web site. New rates should not be utilized based solely on GSA updates.

1. Tier 1 Rate. When it is determined that a personal motor vehicle is the most advantageous form of travel, the employee will be reimbursed for business miles traveled as follows:

• Automobile: $0.485 per mile

• Motorcycle: $0.305 per mile

• Aircraft: $1.07 per mile

2. Tier 2 Rate. If a government-owned (institution-owned or DOAS motor pool, for employees in the vicinity of Capitol Hill) vehicle is available, and its use is determined to be most advantageous to the state, OR if it is determined (through institution policy or otherwise) that a rental vehicle is the recommended method of travel, but a personal motor vehicle is used, the employee will be reimbursed for business miles traveled at the rate of $0.285 per mile.

3. Tier 3 Rate. When a government- or institution-owned vehicle is assigned directly to an employee, but that employee utilizes a personal motor vehicle, the employee will be reimbursed for business miles traveled at the rate of $0.125 per mile.

Employees may be reimbursed for the mileage incurred from the point of departure to the travel destination. If an employee departs from headquarters, mileage is calculated from headquarters to the destination point. If an employee departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. For the return trip, if an employee returns to headquarters, mileage is calculated based on the distance to such headquarters. If an employee returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles.

Exceptions include:

1. If travel occurs on a weekend or holiday, mileage is calculated from the point of departure with no reduction for normal commuting miles.

2. If an employee does not regularly travel to an office (headquarters) outside of his/her residence (i.e., residence is “headquarters”), the requirement to deduct normal commuting miles does not apply.

Note: This exception does not apply to those operating under the agency’s telework policy.

Employees may also be reimbursed for business miles traveled as follows:

• Miles traveled to pick up additional passengers

• Miles traveled to obtain meals for which employee is eligible for reimbursement

• Miles traveled to multiple work sites

Institutions should set written internal policies for establishing normal commuting miles/starting point for mileage reimbursement when an employee’s regular business function requires the use of a personal motor vehicle for travel from residence to multiple locations in a given day, or when an employee’s “headquarters” differ from day to day.

Some examples to clarify these mileage rules follow.

1. Employee’s normal commute is 15 miles one way. Employee is required to travel to job site 40 miles from headquarters. Employee drives to headquarters, then to remote site, then back to headquarters before returning home. Employee’s business miles traveled are 80 miles.

2. Employee’s normal commute is 15 miles one way. Employee is required to travel to job site 18 miles from headquarters. Employee drives to headquarters, then to remote site, then home, which is 19 miles from remote site. Employee’s business miles traveled are 22 miles, as follows: from headquarters to remote site, 18 miles; from remote site to residence, 19 miles minus 15 miles one-way normal commute.

3. Employee’s normal commute is 15 miles one way. Employee leaves from home to attend a conference 200 miles from the employee’s residence. At the conclusion of the conference, the employee returns directly home. Employee’s business miles traveled are 370 miles (400 actual miles traveled minus 30 round-trip commuting miles).

4. Employee’s normal commute is 15 miles one way. Employee leaves from headquarters on Monday for a remote work site 150 miles from headquarters. Employee acquires lodging 5 miles from remote work site. Employee returns to headquarters on Friday. Employee’s business miles traveled are 340 miles, as follows: from headquarters to remote site, 150 miles; from remote site to lodging on Monday, 5 miles; from lodging to remote site and back to lodging Tuesday – Thursday, 10 miles each day (30 miles); from lodging to remote site on Friday, 5 miles; from remote site back to headquarters, 150 miles.

4.5.4 Prohibited Mileage Reimbursements

Employees are not entitled to mileage reimbursement for:

• Travel between their place of residence and their official headquarters, or

• Personal mileage incurred while on travel status.

4.5.5 Reimbursement for Parking Fees and Tolls

Institutions may also reimburse employees who incur parking and toll expenses while on official travel for the institution. These expenses are reimbursable for travel in both state-owned and personal vehicles.

While there are no maximum limits for parking, employees are encouraged to utilize low-cost, long-term parking to minimize the cost.

 

4.5.6 Required Documentation of Mileage, Parking, and Toll Expenses

All requests for reimbursement of mileage, parking, and toll charges must be documented on the employee travel expense statement.

Employees traveling by personal vehicles and requesting reimbursement must record the actual odometer readings on the expense statement. Personal/commuting mileage is then excluded to determine the actual state-use miles. Employees should claim mileage based on the most direct route from the point of departure to the destination. Deviations from the most direct route (i.e., due to field visits, picking up passengers, etc.) should be explained on the travel expense statement.

Requests for reimbursement of parking fees and tolls paid should also be recorded on the travel expense statement. Employees are expected to obtain receipts for these expenses. If it is not possible to obtain a receipt, then a written explanation should be included on the expense statement.

Employees who share a state-owned or personal vehicle with another employee and do not claim reimbursement for mileage should indicate the name of the person they rode with and the dates of the trips on the travel expense statement.

Instances in which employees utilize state-owned aircraft should also be noted on the travel expense statement.

 

4.6 Travel by Rented or Public Transportation

4.6.1 General Provisions

State employees are encouraged to travel by state-owned or personal vehicles when feasible and cost-effective. However, when commercial transportation is necessary, employees may be reimbursed for the expenses incurred. Employees will be reimbursed for actual expenses incurred, provided the appropriate steps were taken to obtain the lowest possible fare or cost.

Institution personnel must approve travel by rented or public transportation prior to the date of travel. When considering such a request, institution personnel should consider the distance to be traveled, the travel time, and the cost.

4.6.2 Commercial Air Transportation

Many travel agencies now charge small fees for issuing tickets. These fees, if reasonable, are part of the cost of travel. Employees may, therefore, be reimbursed for such costs, regardless of whether the airfare tickets were purchased through the state airfare contract or not. However, employees are strongly encouraged to use the Internet in order to avoid travel agency fees.

Travel agencies used for making travel arrangements should not be related to the employee making, authorizing, or approving the arrangements. The travel agencies should also not be related to the employee actually traveling. A "related" party would include any members of the employee's family or any organizations in which the employee or his/her family members have a financial interest. The purpose for not using such travel agencies is to maintain the State’s integrity in financial matters. It is important that the actions of all State employees be above reproach.

It should be noted that employees are not required to use the statewide contract when lower fares can be obtained through another airline. The contracted airline should, however, be offered the opportunity to meet the lower fare. Employees are also not required to use the statewide contract if the contracted flight is not non-stop and the contracted flight would cause the employee undue hardship or would conflict with the employee’s schedule.

In general, it is the state’s policy that state officials or employees traveling by commercial air carrier travel in the most cost-effective manner and utilize the lowest possible coach fares. Officials or employees traveling by commercial air carrier will not be reimbursed for the portion of non-coach (first class, business class, etc.) airfare that exceeds the cost of the lowest, available fare on the same flight unless:

• There is no other space available on the needed flight;

• A licensed medical practitioner certifies that because of a person’s mental or physical condition, specific air travel arrangements are required; or

• The Commissioner of Public Safety certifies that specific air travel arrangements are necessary for security reasons.

It is the responsibility of institution officials to obtain the necessary medical certifications for any employee who requires special air travel arrangements due to a medical condition. Institution officials should also obtain information specifying the expected length of time such condition would have an impact on travel needs. Institutions should maintain such information in a manner that would enable the auditors to readily determine who is subject to these special travel provisions.

4.6.3 Upgrades to Non-Coach Travel
State officials or employees may, at any time, use personal frequent flyer miles or similar programs to upgrade to non-coach travel. In addition, nothing in this policy shall preclude a state official or employee from personally paying for an upgrade to non-coach travel.

For purposes of conducting official state business, state officials or employees may negotiate or arrange for upgrades to non-coach travel with individual commercial carriers if:

• The flight is international and over five hours in duration; and,

• The carrier agrees not to charge any additional cost to the state.