Click on the questions below to see their corresponding answers.
Yes, the traveler is required to book and pay for the entire cost upfront using a personal versus State form of payment, and the State will reimburse the employee for the full cost of the business travel when the travel authorization is finalized. The employee remains responsible for the costs associated with utilizing the coupon including the related fees and taxes. E-Travel must be used to determine the State portion of the trip prior to travel. AAM 60.080
No, the employee or non-employee traveling on official State business is not entitled to any payment except to be "reimbursed" for actual and necessary expenses incurred. AAM 60.010
The State can require an employee to fly a particular airline. The State in making a decision about which airline to fly is to have considered cost, contracts and convenience of the schedule, etc. The ultimate decision rests on what is in the best interests of the State. (Source: AAM 60.050)
All mileage is earned in a single EasyBiz account that is tracked by the travel management contractor for each department. Departments identify who on their staff is authorized to "spend" miles. The travel management contractor purchases travel with mileage when directed to do so by authorized department personnel.
No, travelers will still receive "seat miles" unless flying on a ticket purchased with EasyBiz miles.
The Alaska Airlines contract provides the state a discount on all published fares, except web specials, in place of mileage accrual. There will still be some accrual, but it is estimated that the state may only accrue enough miles for one or two tickets per year. Having a statewide pool allows the opportunity to aggregate miles earned to redeem for a ticket instead of having a small amount of miles spread between the departments, which individually would not provide a redemption opportunity.
The state can accrue miles by "purchasing" tickets through USTravel for the following:
Beginning July 1, 2011 all mileage accrual is being deposited into the statewide pool. Mileage redemption is available on an as-needed basis with the following recommended guidelines:
Requests to use mileage from the statewide pool should be sent to the ETMT.
The rural air solicitation is sent out by the Department of Administration, Division of General Services to rural carriers throughout the state of Alaska.
The intent of the solicitation is to provide non-emergency rural air carrier service for Medicaid recipients. However, all State agencies may utilize the rural contract rates, at their option.
The state contract rates are primarily used for Medicaid travel because of the requirement for fully refundable, non-penalty fares that allow for multiple and frequent travel updates common to this group of travelers.
Regular or published fares are available to the public. These fares can fluctuate multiple times a day as an airline attempts to maximize revenue for a given flight. Prices may also vary by the source of booking (E-Travel, direct to carrier, or carrier website).
State contract rates and published fares may differ due to several factors. There are markets where the state rate is lower than the refundable published fare and markets where they are identical. The state contract rate may occasionally be higher than the published fare because rates are:
Regardless of the booking source (E-Travel, direct to carrier, or carrier website), travel arrangers should always request the lowest available fare (refundable or nonrefundable). The state contract rate should be booked only when it is lower than or equal to the equivalent published fare.
E-Travel is the managed travel program within the Executive Branch of the State of Alaska. It is comprised of:
Travel coordinators are the lead within each department for travel policy interpretation and enforcement. They act as liaisons with the E-Travel Management Team (ETMT) for departmental issues with E-Travel and provide input into policy development. Travel coordinators analyze travel data for their department for policy compliance and identify the need for traveler or travel planner education. Generally each department has one travel coordinator and a backup.
Travel administrators are department personnel responsible for maintaining the travel profiles for their department. They may or may not also be the department's travel coordinator.
Travel planners are individuals within each department that support travelers by making travel arrangements, explaining policies, ensuring travel is approved prior to purchase, and ensuring reimbursement occurs timely after travel is complete. Departments designate a sufficient number of travel planners to meet their business requirements.
Departments document their internal approval processes (who can approve in what circumstances) on a per trip basis by entering the information when purchasing in E-Travel Online or by giving the information to the travel management contractor agent when purchasing by phone.
Yes. All employees with travel profiles can use E-Travel Online to choose air, car, and hotel options, and to save the research for their travel planner. Research can be emailed to the traveler's supervisor and/or travel planner for approval and purchase.
In addition, departments are encouraged to allow travelers or purchase their own reservations using E-Travel Online. Travel planners can monitor their travelers' purchases in the tool.
Yes. The travel management contractor can be reached at 907-500-4292 or 866-762-8728 for travel agent assistance with itineraries.
All travelers can contact the travel management contractor for assistance as necessary during travel. The after-hours emergency number is 888-423-2434. For after-hours bookings, refer to your department's travel policies to determine the rules for booking emergency travel. In addition, any travelers or travel planners using E-Travel Online may call 907-500-4290 for assistance with the tool or send an email using the USTravel contact information located at the bottom of each page within the E-Travel Online tool.
Yes. E-Travel serves the entire Executive Branch including boards, commissions, witnesses, inmates, and others in State care. E-Travel should not be used for contractors or trainers whose travel should be included in their contract for services.
The fee is charged for a trip (any combination of air, ferry, rental car, and hotel) and consists of two components:
Travelers may add personal information such as mileage plan numbers, seating preferences, personal phone numbers, secure flight and emergency contact information to their profile in E-Travel Online.
Charge card information will update automatically within two days once the cardholder activates their card.
Traveler name changes are systematically updated using the legal name in LDAP.
Travelers with MVP Gold status are elite members with benefits coming directly from Alaska Airlines and they may call the MVP Gold desk when E-Travel is sold-out.
Travelers without Elite mileage status may request that USTravel waitlist them for a flight. However, travelers with Elite status are given priority.
Individuals approving travel may use judgment in determining what departure times best serve the State. For example, for travel crossing several time zones, it may be beneficial to begin the travel the previous day so travelers are rested for the purpose of the trip. AAM 60.040
The rental of a travel trailer would be considered commercial lodging under AAM 60.020 as long as the trailer is rented from a vendor in the business of renting travel trailers.
This depends on where the motor home is located:
The purpose of the travel policies, per AAM 60.010, is to provide reimbursement of actual and necessary expenses incurred by employees because of travel on State business. If an employee travels to a location where it is known they will not incur lodging expenses consistent with the rate at which per diem was established, they are only allowed a per diem or reimbursement commensurate with the expenses they are likely to incur. Lodging per diem for noncommercial is $30 a day or receipted costs, whichever is higher. AAM 60.240
If the employee is incurring expenses to pay for lodging at the temporary duty station and it is necessary to do so to retain the lodging for the duration of the assignment, the State pays the long-term lodging allowance even when the employee is at the residence. AAM 60.240
If it is known from the outset of the trip that the employee will be in long-term travel status (more than 30 consecutive days in a location with commercial facilities for long-term visitors), then the entire trip shall be at the long-term per diem rate. Short-term per diem would be used in circumstances where an employee travels to a location, begins the project, and then is required to stay longer than anticipated. Even in this example, at the point it is known the employee will be there long enough to incur expenses comparable to those arising from the use of establishments catering to the long-term visitor; the long-term per diem rate should be used. However, this interpretation applies only to employees subject to the administrative manual provisions, as some of the bargaining agreements have different rules regarding long-term per diem. AAM 60.240
Yes, for member of bargaining units. They must be paid the noncommercial lodging allowance unless a Letter of Agreement to the contrary is signed between the union and the Division of Personnel and Labor Relations.
Noncovered employees who wish to decline the noncommercial lodging option may do so. This choice should be documented as part of the final travel reimbursement.
Travelers are entitled to the full incidental portion of the M&IE $5 for short term, and $3 for long term) for each day or portion of a day they are in travel status outside Alaska and M&IE is provided for one or more meals for that day. For full days, the total CONUS amount for the location is used. For partial days, or days in which a meal is provided, the traveler is entitled to sum of the remaining meal amounts and full incidentals portion of the M&IE.
This was discussed with Labor Relations. The PSEA language is intending to reimburse costs for lodging. Therefore, if the employee incurs costs for lodging for that first day, they would be entitled to per diem for lodging. However, if no overnight lodging is required then they are only entitled to the applicable meal allowance.
If it is reasonable to presume the employee is incurring expenses for lodging at their duty station related to the move to the new duty station in addition to expenses while in travel status, the employee would be entitled to the appropriate lodging and M&IE allowance while in travel status, plus the lodging portion of the per diem (which is related to the move) at the duty station. For example, the employee's spouse remains at the duty station location looking for housing while the employee is traveling on State business. AAM 60.240
The LTC contract, section 15.02, allows an LTC employee to receive a per diem for lodging if quarters are not furnished. Since quarters were furnished, the employee is not entitled to the lodging portion of the per diem. Section 15.03 allows an LTC employee to receive an M&IE allowance any time they are more than 50 miles away from their duty station in accordance with section 60.250 of the Alaska Administrative Manual. AAM 60.250 states, "When a traveler is provided a meal in these or similar circumstances (meals provided by vendor), the traveler is not eligible for the related M&IE allowance unless sufficient justification is provided by the traveler and approved to obtain the M&IE allowance." The M&IE payments in this situation are treated as taxable compensation.
The reason for long-term M&IE is to reimburse an employee for M&IE associated with staying in a facility which is catering to the long-term visitor. If the employee is staying in an apartment or other long-term stay facility, the employee would be entitled to the long-term M&IE. However, if the employee is staying in a hotel, it is usually expected that they will be eating their meals at a commercial facility and they would be entitled to the short-term M&IE. Therefore, in this instance, the employee is entitled to the short-term M&IE for the first week while staying in the hotel, and then the long-term after that. AAM 60.250
Although this is not specifically addressed in section AAM 60.250, if it is necessary for a witness to bring their dependent children with them, reimbursement should be at the rate allowed for dependents during a move, which is $25 per day.
The GGU contract provides for an M&IE allowance in accordance with Administrative Manual section AAM 60.250. In this instance, we have knowledge the employee is in long-term travel status at the beginning of the travel. Therefore the appropriate M&IE allowance is the long-term rate.
If it were reasonable and necessary for the employee to sit at the airport, the employee would be entitled to the appropriate meal allowance even though they may be at their duty station. AAM 60.250
The M&IE allowance is the rate for the location from which the employee is departing. AAM 60.250
Yes, if a meal was provided as part of the fee for a conference or is part of a lodging package, such as staying in a bed and breakfast, the employee would not be eligible for that meal allowance. If an employee does not choose to partake in a meal provided to them, they must provide written justification and obtain approval by the department to obtain the meal allowance. If a cold complimentary continental breakfast such as toast and pastries is served at a hotel and is not consumed by the traveler, then no deduction for the meal allowance should be made. Department travel desks should ensure that travelers understand this and reflect it on the travel authorization or expense report. AAM 60.250
No, in this particular case, the State has a contract with the vendor to provide meals for the travelers. This situation would fall under AAM 60.260, contracting for subsistence, and the issue of whether the meal was consumed would not be a factor.
No, this would be considered a "day trip" and no allowance for meals would be provided, except for LTC employee in travel status at least ten hours. AAM 60.250
Travel status eligibility is determined based upon the duty station location and the destination of the approved trip. When an employee is driving to a destination and departing outside normal work hours, the trip begins when the employee leaves the employee's residence. When the employee is flying, the flight departure time plus the two-hour required check-in time is used as the basis for when the trip begins.
A traveler staying at the traveler's residence in a travel destination is entitled to receive a meal allowance for normal workdays. No allowance would be paid for lodging and no meal allowance would be paid for regular days off.
Travel status is based on duty station, not residence. If substantial driving is required from the duty station to the airport, then the drive time may be added to the two hours in advance of scheduled departure time that is generally allowed. However if the traveler lives farther from the airport than the duty station, travel status is limited to the two hours in advance of scheduled departure. Mileage reimbursement is allowable for all travelers for the distance actually traveled to and from the airport.
Generally not as both of these locations are within the 50-mile radius used by the State of Alaska to define travel status. However, AAM 60.010 allows commissioners to approve policy exceptions for personnel within their departments based on documented circumstances or unique business requirements. Commissioners may make such exceptions to put employees in travel status for a business reason such as meeting or networking activities scheduled in the evening, or to avoid hazardous winter driving conditions. Exceptions of this nature must be in writing and include the justification. When exceptions are approved, the employee is in travel status and is entitled to lodging and an M&IE allowance. However, they would be considered taxable to the employee as they are not outside of their duty station boundary.
When a traveler stays longer at the State-authorized destination for personal reasons, it is a deviation with an extended stay. When a traveler goes to a different destination outside of the State-authorized destination, it is considered a personal deviation with a routing change. AAM 60.080
It depends. Employees traveling on State business that are authorized to include a personal deviation are not able to book travel through USTravel or E-Travel Online if a personal form of payment is necessary for any portion of the trip or when the routing is different than the State authorized routing.
Personal travel that includes an extended stay must use E-Travel when the department has approved the use of a State form of payment for the entire trip. AAM 60.080 #2
The airfare must be booked and purchased by the traveler on their own time outside of E-Travel Online using a personal form of payment (not the State One Card). A State-authorized fare quote must be obtained when the travel is approved for a price comparison to determine traveler reimbursement. Once travel is completed the traveler must present a copy of the ticket receipt or itinerary showing payment and the State-authorized fare quote to obtain reimbursement. AAM 60.080 #2 & #3
If the personal deviation is an extended stay at some point in State-authorized routing, departments may opt to pay for the combined trip (State-authorized portion including the personal extension) if the additional cost of the personal portion can be recovered from the traveler's reimbursement after travel is complete. A State-authorized fare quote must be obtained as a basis for determining the reimbursement amount.
If the department cannot or chooses not to collect the additional cost of the personal travel from reimbursement, the traveler will have to book the trip outside of E-Travel using a personal form of payment, and after obtaining a State-authorized fare quote for determining the reimbursement amount. Once travel is completed, the traveler must present a copy of the ticket receipt or itinerary showing payment and the State-authorized fare quote to obtain reimbursement. AAM 60.080 #2 & #3
A State-authorized fare quote is a quote that determines the cost of a State-authorized business trip without any personal travel. The fare quote may be obtained E-Travel Online or by calling USTravel at 866-762-8728 or 500-4292 (in Juneau). This fare quote will be sent back to the department and used to determine the amount of money reimbursed to the traveler once the travel has been completed. The State-authorized fare quote must be obtained prior to the purchase of the ticket for equivalent price comparison. AAM 60.080 #3
There is no fee for using the research option in E-Travel Online to save or print out a State-authorized fare quote. If the traveler or travel planner calls USTravel for a fare quote when the travel is approved, the agent assistance fee will be charged to the State form of payment. If no State-authorized fare quote was obtained prior to travel, the travel planner will obtain a fare quote for the lowest fare for the State routing as part of completing the travel authorization, and the fee will be charged to the traveler. AAM 60.080 #3
The State will reimburse the lesser amount of either the actual ticket cost or State-authorized fare quote after travel is complete. If cases where no fare quote was obtained prior to travel, the travel planner will call the contracted travel agency for a quote for the cheapest fare currently available for the State routing, and the State will pay the lesser of the actual ticket cost or the new quote, regardless of whether it was available previously. AAM 60.080 #3
Approvers should strive to take action quickly on requests to avoid increases of this nature. In cases of delayed approval, a new State-authorized fare quote may be obtained upon approval to provide the comparison fare for calculating the amount to be reimbursed the traveler.
Per diem, travel allowances, and reimbursements are calculated for the minimum itinerary that is required to conduct state business without regard for the actual itinerary that includes the deviation for personal convenience.
Example: Employee is scheduled for a conference in Florida (Tuesday-Thursday); the employee is staying over in Florida until Sunday and then flying to Seattle, where they spend two nights before returning home to Juneau on the following Wednesday. Direct route would fly from Juneau to Florida Monday, return Friday because there are no flights leaving Florida for Seattle after 5:00pm when conference ends on Thursday.
Direct Route Per Diem and Hotel
Deviation Per Diem and Hotel - Without regard to actual in and out of travel status, the State would reimburse the direct route per diem and hotel.
Generally not. AS 39.20.140(d) authorizes travel only the least number of days necessary to transact State business, so cost comparisons of this nature are irrelevant.
Yes, with prior approval. Deviations for traveler convenience are allowable when approved by the applicable department in advance of the travel. Several conditions apply to personal time in conjunction with State travel:
No. The employee is not entitled to reimbursement for these additional expenses. Any additional time or expense resulting from a deviation for employee convenience is the responsibility of the employee. AAM 60.080
No, because the traveler stayed with family. Lodging is limited to a reimbursement of actual costs required for the minimum State business itinerary. If the traveler incurred lodging expenses in Seattle anytime between Friday and Sunday, the State would reimburse the cost of one night lodging at a moderately priced hotel as required by the minimum State business itinerary.
The traveler is entitled to M&IE beginning on Sunday afternoon two hours before the scheduled departure of the last flight to Seattle.
Yes, leave is required because in both scenarios it requires traveling outside the minimum business itinerary. It is irrelevant whether the minimum business itinerary would require flying on a work day or weekend. However leave is not required for Friday, when the first minimum business itinerary would have required travel.
Overtime-eligible employees are paid for required travel for the minimum business itinerary regardless of whether it occurs on Friday or Saturday. They would be paid for "travel as time worked" for the hours of travel within the minimum business itinerary without regard for the Monday flight times. Payroll costs cannot be increased by personal travel deviations.
The time worked calculations are not part of travel processing.
Supervisors are responsible for ensuring subordinate staff work or turn in leave slips appropriately regardless of travel status. AAM 60.080 #5
Leave is required for Monday and Friday, as the minimum business itinerary requires travel on Tuesday and Thursday. The traveler would be in work pay status for the same period they would be eligible for travel reimbursements - two nights hotel stay and M&IE Tuesday through Thursday.
Leave is required for the time related to flying home on Monday. Leave is not required for Friday afternoon, as the minimum business itinerary required flying home during that period.
"An identifiable deviation from a business trip for personal reasons takes the employee out of the course of employment until the employee returns to the route of the business trip, unless the deviation is so small as to be disregarded as insubstantial." ...
- Arthur Larson & Lex K. Larson, Larson's Workers' Compensation Law § 17, at 17-1 (2009).
When an employee is on a business trip, but sustains an injury during a personal deviation in either time, route, or mode of travel from that required for solely for State business itinerary, he may not be entitled to workers' compensation benefits. The challenge is determining whether any particular personal errand or deviation by a travelling employee has distinctly departed from the course of employment. Each individual situation needs to be carefully weighed and measured. Pay status or payment of per diem at the time of the injury are just two of many factors considered. Each scenario is unique. The greater the personal deviation - the more likely the departure from the course of employment and thereby workers' compensation coverage. Risk Management will consult with the Assistant Attorney General who specialize in workers' compensation law before any final determination of workers' compensation remedy is determined.
Yes, with certain caveats. Traveler is opting for personal travel, so two limitations:
If it is in the best interest of the State and there are no other alternatives (such as teleconference, etc.), an agency may pay for transportation to bring the employee back to their duty station to conduct State business. Arrangements for continuing the personal leave depend on business circumstances, but agencies may, at their discretion, pay to return the employee back to the leave location.
The State will only pay the additional costs for the traveler to deviate from their personal travel to the business location. This may include a ticket reissue, fees, and/or penalties, as well as lodging and meals and incidentals expense, related to the business portion of the travel.
There should be no additional cost to the state. AAM 60.080 states that "any additional time or expense resulting from an interruption or deviation for traveler convenience shall be borne solely by the traveler." Assuming there is no change in the business need for travel, the state authorized fare quote from the original minimum business itinerary (created when the extended-stay deviation travel request was approved) sets the standard for the trip (airfare cost, need for lodging and rental vehicles, defines length of travel status for meal periods, etc). This original minimum business itinerary remains valid even though a traveler may withdraw their deviation request after travel has been purchased.
If a traveler withdraws their deviation request after a ticket is purchased, additional costs may be incurred to reschedule their travel including change fees, a difference resulting from a higher ticket cost than the original minimum business itinerary fare quote, or extra per diem costs resulting from full flights that do not allow the traveler to return per the original minimum business itinerary. These additional costs are a direct result of a personal deviation modification and should be borne solely by the traveler.
No. The cost of the additional two days parking is not a business-related expense. AAM 60.010 states "The purpose of the travel policies is to provide reimbursement for actual and necessary expenses incurred by employees while traveling on State business." Also, AAM 60.080 specifies that any additional expense resulting from a deviation of travel for employee convenience shall be borne solely by the employee.
The answer depends on the circumstances. If an employee is required to report to work at their normal location, travel to attend class, and then report back to work, they are entitled to reimbursement for mileage between the normal location and the temporary assignment.
Likewise, mileage incurred for commuting to/from a temporary worksite is reimbursable to the extent that it exceeds the distance from the employee's residence to the normal work location.
In addition to mileage, employees may be reimbursed for other actual and necessary business related expenses, such as parking, when assigned to a temporary work location.
Employees may not be reimbursed for mileage from home to the normal work location under any circumstances.
The total costs of a trip are summarized on an expense report, exception expense report, or the Excel travel authorization form approved by the Department of Administration. Any travel advances are subtracted from the bottom line, and the difference is reimbursed to the traveler or to the State.
(a) Amounts due to travelers should be directly deposited to their bank accounts per AS 37.25.050
(b) Amounts due the State will be deducted from State payroll, so all employees must complete a Travel Advance Authorization form in order to receive an advance. Non-employees should include the payment for reimbursement due the State with travel receipts when the trip costs are summarized. AAM 60.210
Yes. Under AS 39.20.150(b), a setoff against salary due the employee is one means of recovering amounts owed by an employee. Under State policy, all travel advances require employee notification that any monies owed the State of Alaska by the traveler shall be deducted from the employee's paycheck. AAM 60.070
Any item over $25 requires a receipt (or explanation as to why no receipt) for reimbursement. Reimbursement for unreceipted expenses are limited to $30 per trip. AAM 60.220
The State does not generally reimburse travelers for expenses associated with the care of dependents. Departments supporting boards have some latitude in this area for boards or board members with specialized needs, such as the Governor's Council on Disabilities & Special Education. AAM 60.010
No. The State does not reimburse travelers for expenses associated with the care of pets while they are traveling away from home. These are personal expenses and not reimbursable by the State. AAM 60.010
No. The State does not reimburse costs incurred by board members to free their time for board meetings. These are personal expenses and not reimbursable by the State. AAM 60.010
Generally no, the State does not reimburse for valet parking. However, there may be circumstances in which incurring this cost may be appropriate. For instance, if there are concerns of safety or a physical impairment exists, management has the discretion to approve or disapprove the valet parking. Also, if there is a valid business reason for incurring the costs, that may also be taken into consideration. Written justification for the valet parking should be submitted along with the request for reimbursement.
Per AAM 60.110 - Excess Baggage, the State will only pay for excess baggage necessary to carry out official State business. The answer to this question depends on the business requirements of the trip in relation to the baggage.
It has now become common practice for the airlines industry to charge customers additional fees, and some of these fees include baggage. A traveler may be charged an additional fee if their baggage exceeds a maximum weight, or for the number of pieces. The limitations vary by airline.
Generally, the State pays for the first checked bag. If the baggage carried by the employee is overweight, or the number of bags results in additional cost, the supervisor may approve the costs for payment by the State if the costs result from necessary business items in the luggage and it is not possible to include these items in another bag or within a carry-on. Necessary business items include all State property transported for a business purpose, as well as a reasonable amount of business clothing commensurate with the duration of the business travel.
Generally no, the State will not pay for premium seating fees assessed by the airlines. Per AAM 60.050, Alaska Statute AS 39.20.140(b) requires the State pay no more than the "lowest tourist class fare for the most direct route" unless specific exemptions are met. The seating choice is a personal preference.
However, if there is a medical condition documented by a medical professional that requires a premium seat selection, the supervisor may approve the State to pay for a premium seat fee. For additional guidance in this area, please see AAM 60.190.
No, the State will not pay for any fees associated with blankets and/or pillows made available by the airlines. AAM 60.050
No, the State will not pay for any fees associated with headphones made available by the airlines. AAM 60.050
No, the State will not pay for any costs associated with beverages, snacks, or meals. The M&IE given to the employee should be used for this purpose. AAM 60.250
No, the State would not purchase a passport for an employee for purposes of traveling outside of the United States. A passport is good for a number of years, and would personally benefit the individual far beyond the business use.
No, the state will not pay for the cost of a GPS. The use of a GPS is considered a personal choice, as alternative mapping options are available.
When leaving State travel status, the traveler must assume all liability and taxes associated with the car rental. AAM 60.080
Capacity requirements. Either the passengers or the baggage do not fit into a mid-size car. AAM 60.120
Yes, non-employees may use the car rental contracts when:
Yes, State of Alaska travelers are required to pay the current CFC. It is charged in addition to the contract rental rates.
No. This type of expense is under the control of the employee. Locksmith charges are similar to fines for traffic or parking violations that are also not reimbursed. AAM 60.220
This determination is made by the car rental company. The restriction code “J” means the driver is not allowed to purchase alcohol. This may not pose an issue to the vendor. However, if the restriction is “C” (requires a breathalyzer before driving) the vendor may not rent the vehicle because they do not have the equipment necessary to meet the license restriction requirement. If employees have any of these restrictions on their license, they are encouraged to verify the car rental policy prior to their trip.
No. It is a personal choice to be accompanied on business travel and to use the vehicle for personal use. Travelers are required to pay for the rental vehicle with a personal form of payment, and then seek reimbursement for the business cost. (AAM 60.120 Rental Cars, AAM 60.080 Deviation of Travel)
A rental car is considered a “state vehicle” (FAQ Vehicles #2) and is bound by the same policy when used for state authorized business and when purchased with a state form of payment.
A State Minimum Business itinerary and receipts are required. The state will reimburse the rental cost of the State Minimum Business itinerary or the actual receipts of the rental contract (daily rate), whichever is less.
No. Since the rental included personal use, the state will not reimburse for gas, insurance, fees, late returns, upgraded vehicles, or other miscellaneous charges that may be incurred.
Reimbursement is determined by the contract rate for the approved vehicle size in the city where the vehicle is rented. (The standard approved car size is Intermediate, unless otherwise approved.) For example:
Reimbursement is calculated by the number of business days times the actual DAILY rate, not to include upgraded vehicles.
The state will reimburse the vendor contract rate (including applicable city surcharge) or actual receipts for the rental contract, whichever is less. The renter’s agency shall also be responsible for all damages to the rental vehicle that would have normally been covered under the vendor contract.
State insurance generally covers liability exposure in excess of the employee's liability coverage. It does not cover damage to the employee's vehicle. See Division of Risk Management memo [PDF] for a more detailed explanation. AAM 60.140
No. Only individuals on official State business may travel in State vehicles.
Yes, if the mileage round-trip is less than it would have cost using other modes of transportation or parking, the round-trip mileage would be reimbursed by the State.
Yes, to the extent the mileage between the employee's residence and the training facility exceeds the mileage between the residence and the normal work location. Also, if an employee were required to go to the employee's normal work location and then attend training outside the office, mileage is allowed for the trips between the office and the training facility.
Yes, any commuting activity in a State owned vehicle would be considered a taxable fringe benefit. The employee should fill out a daily trip log and forward this information to the departmental vehicle manager to be included in the payroll activity for that period. Please refer to the Department of Transportation & Public Facilities web page for policies regarding use of State vehicles.
No, any activity involving an employee driving from the employee's residence to the work location is considered commuting and the employee is not reimbursed for miles. Similarly, if a State vehicle is used, it would be a taxable fringe benefit whether the commute occurs during the normal work days or the regular days off.