D.C. Mun. Regs. tit. 6, r. 6-B4020

Current through Register Vol. 71, No. 44, November 1, 2024

Rule 6-B4020 - DISPUTES AS TO REIMBURSABLE EXPENSES

4020.1

An agency may disallow payment of an expense included on a travel expense reimbursement form if:

(a) The employee does not provide proper itemization of an expense;

(b) The employee does not provide a receipt or other documentation required to support the expense;

(c) The expense is not authorized under this chapter; or

(d) Reimbursement is otherwise inconsistent with this chapter, agency policies adopted in accordance with this chapter, or District law.

4020.2

When a claimed expense is denied, the agency shall provide notice to the employee and reimburse the employee's claim for any remaining and allowable expenses. For each claimed expense that is denied, the notice shall explain the reason for the denial.

4020.3

To request reconsideration of a denied expense, an employee shall:

(a) File a new travel expense reimbursement form for the disallowed item(s);

(b) Provide full itemization of the disallowed item(s);

(c) Provide receipts or other documentation for each disallowed item that requires a receipt or other documentation, except that the employee shall not be required to provide a receipt or other documentation if the receipt or other documentation was filed with a prior travel expense reimbursement form (in which case the employee shall indicate on the form that the receipt or other documentation was previously filed with the agency);

(d) Provide a copy of the notice of disallowance; and

(e) State the proper authority for the claim if challenging the agency's application of a law or regulation.

4020.4

An employee may appeal a denied reimbursement expense by filing a grievance pursuant to § 1628. When filing a grievance pursuant to this section:

(a) The travel officer shall serve as the first level grievance official consistent with §§ 1629 and 1630;

(b) If the employee disagrees with the decision of the travel officer, the grievance shall proceed to the third level for review by the agency head, or the agency head's designee, pursuant to § 1632; and

(c) If a dispute remains following the third level review, the grievance shall proceed to the final review level, pursuant to § 1633.

D.C. Mun. Regs. tit. 6, r. 6-B4020

Final Rulemaking published at 67 DCR 7860 (10/1/2020)