W. Va. Code R. § 112-14-5

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 112-14-5 - Transportation

5.1 Reimbursement will be made for the actual costs incurred for bus, train or coach air travel, vehicle rental, state-owned vehicle usage, taxi and shuttle service, tolls and parking.

5.2Commercial Airlines

5.2.1 Allowable reimbursement for commercial airline travel shall include the actual cost for the least expensive logical fare via the most direct route, or a reasonable alternative route if it results in a lower fare.

5.2.2 Travelers may not specify a particular airline to accumulate mileage or promotional plans such as frequent flyer programs if it results in a higher fare.

5.2.3 Refundable or unused airline tickets shall be returned immediately to the ticket issuer for proper credit or refund.

5.2.4 All airline ticket credits, rebates or refunds must be sent to the STO.

5.3Ground Transportation

5.3.1 An employee must possess a valid operator's license to drive a vehicle.

5.3.2 The vehicle operator is responsible for following all applicable laws and requirements while driving and for any fines and/or penalties resulting from citations, charges or warrants attributable to the operator. Such fines and/or penalties are not reimbursable expenses.

5.4Private Vehicles

5.4.1 Mileage allowance for privately owned vehicles engaged in State business will be based on the GSA rate in effect at the time of the travel. The rate is intended to cover all operating costs such as fuel, maintenance, insurance, etc., and no additional reimbursement will be made for such expenses.

5.4.2 The mileage allowance will be based on the shortest route to and from the destination.

5.4.3 When a traveler requests to drive his or her personal vehicle rather than fly for business, reimbursement shall be based on actual in-transit expenses (mileage and other costs incurred while in-transit, such as lodging, meals, parking, etc.) not to exceed the least expensive logical commercial airline cost plus local transportation to and from the airport and parking (where required).

5.5State Owned Vehicles

5.5.1 State owned vehicles available to the STO may be used.

5.5.2 Expenses, such as gasoline, not chargeable to the vehicle's gas card are reimbursable.

5.5.3 Parking and tolls are reimbursable.

5.6Commercial Rental Vehicles

Reimbursement for commercial rental vehicles will be made at actual cost for the daily rental charge for a mid-size or smaller vehicle, plus mileage fees and fuel costs.

5.7Other Ground Transportation

5.7.1 Transportation by bus, train, shuttle or taxi shall be at the least expensive logical fare via the most direct route, or other reasonable route that results in a lower fare.

5.7.2 Travelers are encouraged to use courtesy transportation provided by a hotel/motel or other service facility.

W. Va. Code R. § 112-14-5