W. Va. Code R. § 148-ADM-8

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

Section 148-ADM-8 - Other Expenses

8.1 Travelers may incur miscellaneous business-related expenses for which reimbursement may be made, if appropriate. Receipts are required for any individual expenditure in excess of $75.00. The spending officer/designee may require any and/or all receipts at their option, as a means of cost control.

An agency may allow an employee to file a copied, faxed or duplicate invoice if the original receipt is lost; however, the Auditor's Office requires two original signatures, in addition to the traveler's. One signature must be the chief financial officer, or the agency/department administrator, and the other must be a delegated agency staff person, who has a signature card on file with the State Auditor's Office.

Such expenses and reimbursement may include, but are not limited to:

a. Baggage handling and gratuities when using public transportation or conveniences (i.e., taxi, limousine, air porter services, or airport/rail curbside check-in), or when using a lodging facility that has porterage (i.e., "bell person") services rather than a facility where the traveler is expected to carry her or his own luggage;

b. Baggage storage between appointments, and between hotels and meeting places;

c. Tolls, garage and parking fees, including gratuities;

d. Communication expenses, such as:

(1) local calls which may include a surcharge;

(2) long distance calls which may include toll charges and surcharges and must be made on the current corporate communications travel card;

(3) surcharges for long distance calls when the toll charges are direct billed; and

(4) facsimiles, cablegrams, or telegrams which may include toll charges, surcharges, or delivery charges.

e. Currency conversion;

f. Guides, interpreters, and visa fees.

g. For trips involving multiple days of travel or for single day travel where the traveler is unexpectedly delayed for business reasons, the traveler may make one personal telephone call home per day. Reimbursement shall be made at actual cost, not to exceed $3.00 a day. This call must not be made on the state telecommunications or travel cards.

8.2 Non-reimbursable travel-related expenses include the cost of passports (not as a travel expense, but may be considered as a direct charge to the spending unit), interest on late payment of individually held travel cards, and personal flight or baggage insurance. Exceptions must be approved by the spending officer.

8.3 Persons traveling in foreign countries should report their expenditures in United States dollars. The total expenditure in foreign currency must be converted into United States dollars at the rate or rates at which the foreign money was obtained. The rates of conversion and the commissions charged must be shown. Travelers are encouraged to use the corporate travel card to receive the best conversion rates and avoid high currency conversion fees.

W. Va. Code R. § 148-ADM-8