W. Va. Code R. § 112-NA-2

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

Section 112-NA-2 - In-State Travel

2.01. General Purpose - In-state travel costs will be reimbursed only for travel deemed necessary for the proper conduct of the State's business and will require the written approval of the State Treasurer or his designee before reimbursement is made.

2.02.Filing Claims for Reimbursement

(a) Itemized Expense Account - An actual itemized expense account must be filed on the provided travel form, along with travel, hotel and other allowable expense receipts in accordance with prevailing IRS regulations.

(b)Daily Allowances - Daily allowances for in-state travel will be subject to:

(1) Meals - Reimbursement will be made for the actual cost of meals, including gratuities, while absent from official stations on overnight business, with a maximum of Forty-five Dollars ($45) per day for travel within the State of West Virginia where the distance from the home station is over fifty (50) miles one-way. For partial day meal reimbursement the following percentage breakdown will be used: 20% for breakfast, 20% for lunch, and 60% for dinner. Meal receipts are not required except when the total cost of the meals exceed the Internal Revenue Service's (IRS) most current Publication 1542 approved rates for the geographic area visited or unless section 5.04 is used. The IRS authorized meals and incidental expense amount (M & IE;) is determined using the high-low method. Reimbursement of meals is allowed when lodging is listed as "gratis" or "no charge". Meal reimbursement for "single day" trips is prohibited. If an employee attends a meeting or conference where a meal(s) is provided, the employee may not claim that meal(s) for reimbursement, regardless of whether the meal was actually eaten.

(2) Transportation - Reimbursement will be made for the actual cost of bus, rail or air coach travel, as well as automobile rental and taxi service where necessary. The mileage allowance for use of privately owned vehicles engaged in State business will be the prevailing IRS approved rate plus parking, garage fees, toll bridge and turnpike charges, where necessary and applicable. Receipts for bus, rail, air coach travel and automobile rental are required to be submitted with the employee travel expense form for reimbursement.

(3) Lodging - Employees traveling on State business will be reimbursed in an amount equal to their actual hotel bills for lodging. No reimbursement will be made for hotel charges for laundry or valet charges. A receipt for the amount paid for hotel rooms must be submitted with the expense amount. Telephone charges are reimbursable.

(4) Registration Fees - Registration fees at meetings or conferences must be supported by a receipt.

(5) Tips and Gratuities - Tips or gratuities may not exceed twenty (20) percent of the cost allowable hotel charges.

(6)Baggage - Charges for additional baggage transportation shall be reimbursed, as shall actual costs incurred in the transfer and storage of luggage

W. Va. Code R. § 112-NA-2