Section III - [Effective 1/1/2025] Reimbursement for Official Travel3.01General Information(A) Administration (1) The Manager of Accounting Services or designee may disallow, reduce, or strike from reimbursement requests any claims contrary to Section III. Written justification for any claim may also be required.(2) Exceptions from Section III may be approved by the AOC Director or designee upon a finding that the exception is in the best interests of the KCOJ and is in accord with the manifest intent and spirit of Section III. Any exceptions must be documented in writing and maintained with the record of the reimbursement.(3) All final interpretations of Section III must be documented in a determination made by the AOC Director. These determinations are final and conclusive.(4) Any tax implication or obligation, whether local, state, or federal, resulting from or related to reimbursement under Section III is the sole responsibility of the traveler.(B) Applicability (1) Section III is applicable to all travel for official business undertaken on or after January 1, 2025, by elected and appointed officials, employees, and all persons receiving travel reimbursement from the Court of Justice.(2) Each person subject to Section III is to exercise restraint and prudence when incurring travel-related expenses to limit costs.(3) Expenses deemed unnecessary or excessive by the AOC Director of Finance and Administration will not be reimbursed unless approved as an exception by the AOC Director or designee.(C) Definitions As used throughout Section III, the following definitions apply:
(1) "Fleet vehicle" means any vehicle owned by the AOC that is available to any person for use during travel for official business.(2) "In-state travel" means travel within the Commonwealth of Kentucky or travel to a bordering state that does not require airfare or an overnight stay more than 25 miles from the border of the Commonwealth of Kentucky.(3) "Official business" means the authorized duties and responsibilities of an individual's position or office.(4) "Official workstation" means the street address where the elected/appointed official's or employee's primary office is located.(5) "Out-of-state travel" means authorized travel to a destination outside of the Commonwealth of Kentucky that does not constitute "in-state travel" as defined in subsection (2) above.(6) "Request for reimbursement" means the completion and submission of the AOC Travel Voucher Form (AOC T-1).(7) "Travel status" means the time actually spent traveling on official business and the usual waiting time that precedes or interrupts such travel.(8) "Traveler" means any employee, elected and appointed official, or other person who is required and authorized to travel for official business of the KCOJ.(D) Eligibility for Reimbursement (1) Supervisors responsible for approving travel expenses must only authorize those expenses which are necessary, reasonable, and economical.(2) The Division of Accounting Services must only reimburse those expenses which are necessary for official business travel.(3) Except as otherwise provided by state law or by Section III, no request for reimbursement is authorized or allowed for the expenses of any person other than employees, elected and appointed officials, or other persons on official business of the KCOJ.(4) No request for reimbursement is authorized or allowed for travel, meals, lodging, transportation, services, or items provided to the traveler free of charge.(5) No request for reimbursement is authorized or allowed for travel, meals, lodging, transportation, or other expenses incurred by a traveler on official business to attend a meeting, conference, or educational program unless the traveler attends the program(s) scheduled during the time period in which the expenses were incurred.(6) If an employee on official business travel is using authorized annual or compensatory leave at any time prior to, during, or after the official business, no travel expenses will be reimbursed for the period of the annual or compensatory leave.(7) If a traveler becomes incapacitated due to illness or injury while traveling and qualifies for sick leave, travel expenses may be allowed during the period of travel not to exceed seven days.(8) If a traveler receives a reimbursement that he or she was not eligible to receive pursuant to Section III:(a) The traveler must return any ineligible amount received to the Manager of Accounting Services within 90 days of receipt, by check made payable to the Kentucky State Treasurer.(b) If a traveler fails to return any ineligible amount received to the Manager of Accounting Services within 90 days as required, the AOC may deduct that amount from subsequent reimbursements for official travel. The AOC may report the failure or refusal of any traveler to return any ineligible amount received to the appropriate authority.3.02Official Workstation(A) Elected and Appointed Officials and KCOJ Staff The official workstation of all elected and appointed officials and their KCOJ staff is specified by the AOC Department of Human Resources as directed by the Chief Justice of Kentucky.
(B) AOC Employees The official workstation of an AOC employee is specified by the AOC Department of Human Resources as directed by the AOC Director.
3.03In-State Travel(A) Transportation(1) Fleet vehicles should be used for official business travel when available and feasible. (a) No request for reimbursement for mileage is authorized or allowed for the use of a fleet vehicle.(b) All fuel purchases for fleet vehicles must be made with the state-issued fuel card associated with each fleet vehicle. The state-issued fuel card must not be used to purchase fuel for personal vehicles.(2) Mileage for the use of a privately-owned vehicle for KCOJ official business travel is reimbursable in accordance with the privately-owned vehicle reimbursement rate established by the Kentucky Finance and Administration Cabinet.(a) Reimbursement is based on mileage incurred for all official business when using a privately-owned vehicle, which includes and applies to workdays, after-hours travel, and travel on weekends and holidays. No reimbursement for mileage is authorized or allowed for any mileage that is not associated with official business.(b) The computation of mileage for travel must be made from the point of origin to point of destination as generated by AOC-approved software.(c) No request for reimbursement is authorized or allowed for the mileage incurred while commuting between a traveler's home and official workstation.(d) When the private residence of the traveler is either the point of origin or the point of destination, reimbursement must be based on the lesser of: (i) the distance between the official workstation and origin/destination; or(ii) the distance between the traveler's private residence and origin/destination.(e) When the official workstation of the traveler is the point of origin, and after proceeding to a point of destination on official business of the KCOJ, the traveler's final destination is the traveler's private residence, reimbursement from the point of destination to the private residence must be based on the lesser of: (i) the distance between the official work station and the point of destination; or(ii) the distance between the traveler's private residence and the point of destination.(f) Requests for reimbursement by retired judges or clerks assigned to a matter is authorized and allowed for the mileage from the retired official's home to and from his or her temporarily assigned location.(3) No request for reimbursement for any additional insurance coverage, vehicle repairs, or vehicle maintenance for personal vehicles is authorized or allowed to any person for the use of any vehicle for official business travel.(B) Individual Lodging (1) Lodging expenses for official business travel may be paid directly by the AOC in the discretion of the AOC Executive Officer of Financial Services.(2) If not directly paid by the AOC, lodging expenses incurred during official business travel is reimbursable within the limits provided herein. (a) A receipt must be provided to substantiate claimed lodging expenses not directly paid by the AOC. All lodging receipts or invoices must be in the traveler's name.(b) A reservation costing more than $200 per night must be approved in advance by the AOC Director or designee. Any such approval must be documented in writing and maintained with the record of the payment or reimbursement.(3) Lodging expenses may be paid directly by the AOC or reimbursed by the AOC only when a traveler is required to travel 75 miles or more away from the traveler's official workstation or home for official business travel unless the lodging is a necessary expense of official business travel, as determined by the AOC Director or designee. Any such determination must be documented in writing and maintained with the record of payment or reimbursement.(4) Additional lodging expenses incurred as a result of lodging accommodations shared by other persons who are not on official business, e.g., a spouse, must be paid by the traveler or reimbursed to the AOC by the traveler. (a) Reimbursement, if required, must be made to the Manager of Accounting, by check made payable to the Kentucky State Treasurer, within 90 days of the date the expense was incurred by the AOC.(b) If a traveler fails to make the required reimbursement to the Manager of Accounting Services within 90 days as required, the AOC may deduct the amount due from subsequent reimbursements for official travel. The AOC may report the failure or refusal of any traveler to reimburse to the AOC any amounts received as a result of lodging accommodations shared by other persons who are not on official travel to the appropriate authority.(5) Facilities providing special government or commercial rates must be used where feasible and travelers must request such rates.(6) Travelers are responsible for cancelling lodging accommodations. Expenses incurred for failure to cancel must be paid by the traveler or reimbursed to the AOC by the traveler unless the cancellation is required by the KCOJ or the AOC Director or designee determines that the failure to cancel was due to circumstances beyond the control of the traveler.(a) Reimbursement, if required, must be made to the Manager of Accounting Services, by check made payable to the Kentucky State Treasurer, within 90 days of the date the expense was incurred by the AOC.(b) If a traveler fails to make the required reimbursement to the manager of Accounting Services within 90 days as required, the AOC may deduct the amount due from subsequent reimbursements for official travel. The AOC may report the failure or refusal of any traveler to reimburse the AOC for any such expenses incurred for failure to cancel to the appropriate authority.(7) No request for reimbursement is authorized or allowed by a traveler on official business for personal expenses or expenses paid directly to an establishment by the AOC.(8) Lodging at state park facilities used by the KCOJ will be paid by inter-account transaction within the limits of Section III. A State Park Travel Authorization document may be obtained by contacting the AOC Division of Accounting Services prior to travel to a state park.(C) Meals(1) In-state travelers on official business are eligible for reimbursement of meals only if the official business travel requires an overnight stay.(2) The maximum allowable meal per diem for a 24-hour day for in-state travel is $36, inclusive of taxes and gratuity. To be eligible for meal reimbursement, a traveler must be in travel status for the entire duration of the following time periods: (a) Breakfast: authorized travel is 6:30 a.m. through 9:00 a.m.- $8.00.(b) Lunch: authorized travel is 11:00 a.m. through 2:00 p.m.-$10.00.(c) Dinner: authorized travel is 5:00 p.m. through 9:00 p.m.-$18.00. Example: To be eligible for breakfast reimbursement, an employee must leave at or before 6:30 a.m. and return at or after 9:00 a.m. This requirement applies to all meals.
(3) The cost of meals incurred during in-state travel for official business must be reimbursed at a rate not to exceed the maximum allowable meal per diem. Receipts are not required for meals reimbursed under the allowable meal per diem.(4) No request for reimbursement is authorized or allowed for meals when the cost is: (a) Paid directly by the AOC to an establishment;(b) Included in the registration fee for a conference, convention, seminar, training session, or other event associated with official business travel;(c) Included in the cost of lodgings, e.g., complimentary hotel breakfast; or(d) Not otherwise incurred by the traveler.(5) Meal costs that are not reimbursable under subsection (4) above or incurred when travel includes only a portion of a day, i.e., the first and last day of travel, must be deducted from the maximum daily meal per diem of the traveler.(D) Contract Lodging and Meals (1) The AOC may independently contract or negotiate with hotels, motels and other establishments for individual accommodations, group accommodations, and meals. These costs must be negotiated in the best interest of the KCOJ.(2) The AOC must make negotiated payments directly to the establishment and such invoice(s) must: (a) Contain the name(s) of the affected travelers and an itemized listing of charges; and(b) Not include personal charges for any traveler.(3) Agreements between the KCOJ and state park facilities are to be paid by an inter-account transaction within the limits of Section III.3.04Out-of-State Travel(A) General Information (1) Out-of-state travel must be authorized in advance by the Chief Justice on the Out-of-State Travel Authorization Form (AOC-T-3), regardless of the source of funds financing the travel. (a) To obtain advance authorization, a traveler must submit Form AOC-T-3 to Budget@kycourts.net. The AOC Budget Department will facilitate the review process and will notify the traveler of authorization or denial of the request.(b) A traveler's failure to receive proper authorization will result in denial of reimbursement for incurred expenses.(2) Travelers should present approved Out-of-State Travel Authorization Forms to the Division of Accounting Services at least 30 days before the date of travel to allow sufficient time for the Division of Accounting Services to make travel arrangements.(3) Travelers who present an approved Out-of-State Travel Authorization Form to the Division of Accounting Services less than 30 days before the date of travel must make his or her own travel accommodations and seek reimbursement pursuant to Section III after the travel occurs.(4) Travelers making their own travel accommodations must use the travel agency required by the Division of Accounting Services for airline reservations.(5) If actual costs of out-of-state travel exceed the amount approved by the Chief Justice on the Out-of-State Travel Authorization Form by 10% or more, the traveler must submit an amended Out-of-State Travel Authorization Form to the Chief Justice including the revised costs for approval. The traveler is responsible for any costs not approved on the Out-of-State Travel Authorization Form.(6) Travelers are responsible for cancelling all arrangements made on their behalf for out-of-state travel. Charges incurred for failure to cancel must be paid by the traveler or reimbursed to the AOC by the traveler unless the cancellation is required by the KCOJ or the AOC Director or designee determines that the failure to cancel was due to circumstances beyond the control of the traveler. (a) Reimbursement, if required, must be made to the Manager of Accounting, Services by check made payable to the Kentucky State Treasurer, within 90 days of the date the expense was incurred by the AOC.(b) If a traveler fails to make the required reimbursement to the Manager of Accounting Services within 90 days as required, the AOC may deduct the amount due from subsequent reimbursements for official travel. The AOC may report the failure or refusal of any traveler to reimburse the AOC for any cancellation expenses to the appropriate authority.(7) Travelers who are combining personal travel with official business travel may only do so when the KCOJ does not incur any cost associated with the personal portion of travel. Travel arrangements will only be made by the Division of Accounting Services to accommodate the official business of the traveler.(B) Transportation (1) Airline (a) All airline travel must be commercial basic economy class.(b) The AOC will reimburse or pay for the airfare and/or penalty incurred for a change or cancellation of travel plans when the change or cancellation is required by the KCOJ or when the AOC Director or designee determines that the change or cancellation was due to circumstances beyond the control of the traveler.(c) Every effort must be made by the traveler to confirm out-of-state travel dates and book flight reservations no later than 14 days prior to travel.(d) Reimbursement for the cost of checking the first piece of a traveler's luggage is authorized and allowed. No request for reimbursement is authorized or allowed for additional pieces of checked luggage unless an appropriate business purpose explanation is provided by the traveler and approved by the AOC Director or designee.(e) Baggage charges incurred for excess weight will not be reimbursed for any piece of luggage unless an appropriate business purpose explanation is provided and approved by the AOC Director or designee.(2) Ground Transportation(a) Fleet vehicles may be used for out-of-state travel if the cost is less than or equal to the cost of commercial basic economy class airfare.(b) Privately-owned vehicles may be used for out-of-state travel if the total mileage reimbursement is less than or equal to the cost of commercial basic economy class airfare.(c) Reimbursement for use of a privately-owned vehicle for out-of-state travel will be in accordance with the in-state mileage rate identified in Section 3.03(A)(2).(d) The preferred means of ground transportation for out-of-state travelers is public transportation. Other means of ground transportation may be used when public transportation is unavailable or impractical.(e) Taxi, van, or car service fares or fees for ride shares incurred during out-of-state official business travel are reimbursable. Tips associated with ground transportation are reimbursable up to 15%. Receipts (including any associated tips) must be attached to the request for reimbursement.(f) Travelers may use rental cars only when other means of transportation are not available, more costly, or impractical. The use of a rental car must be pre-approved by the Chief Justice via the Out-of-State Travel Authorization Form.(g) Travelers on official business must use the most economical transportation available and the most economical routes. Expenses added by use of other transportation or routes must be paid by the traveler and no request for reimbursement is authorized or allowed for such.(C) Lodging Lodging expenses incurred during out-of-state official business travel are reimbursable within the limits provided in Section III. A receipt must be provided to substantiate claimed travel expenses for lodging costs when lodging expenses are not directly paid by the AOC.
(D) Meals (1) A traveler is eligible for reimbursement for meals at the federal per diem rate for the applicable location, as established by the U.S. General Services Administration. See www.gsa.gov. Receipts are not required for meals reimbursed under the allowable per diem rate.(2) Meal reimbursement for the first and last calendar day of travel is calculated at 75% of the federal per diem rate for the applicable location.(3) No request for reimbursement is authorized or allowed for meals: (a) Paid directly by the AOC to an establishment;(b) Included in the registration fee for a conference, convention, seminar, training session, or other event associated with official business travel;(c) Included in the cost of lodging, e.g., complimentary hotel breakfast; or(d) Not otherwise incurred by the traveler.(4) Meal costs that are not reimbursable under subsection (3) above must be deducted from the traveler's total meal per diem in accordance with the rates established by the U.S. General Services Administration for the applicable location.(E) Scholarships or Other Funding (1) Travelers must include any scholarship or other funds received or Justices and Judges Administrative Expense funds to be allocated to offset the cost of out-of-state travel on the Out-of-State Travel Authorization Form.(2) It is the responsibility of the traveler to complete and submit all paperwork required for the scholarship or other funds.(3) In the event the recipient is paid directly by the scholarship or other funds provider, the traveler must reimburse the Manager of Accounting, by check made payable to the Kentucky State Treasurer, within 90 days of receipt of the proceeds for any portion of covered expenses paid by the AOC.(4) If a scholarship or other funding for any approved out-of-state travel is denied or revoked, the traveler must submit an amended Out-of-State Travel Authorization Form and receive the approval of the Chief Justice for the AOC to incur costs related to the travel.3.05Supreme Court Travel(A) Meals (1) Except for court week, Supreme Court justices are eligible for reimbursement of meals only if the official business travel requires an overnight stay.(2) Each justice of the Supreme Court may claim a meal per diem at the federal per diem rate for the applicable location, as established by the U.S. General Services Administration. See www.gsa.gov. Receipts are not required for meals reimbursed under the allowable per diem rate.(3) Meal reimbursement for the first and last calendar day of travel is calculated at 75% of the federal per diem rate for the applicable location.(4) No request for reimbursement is authorized or allowed for meals: (a) Paid directly by the AOC to an establishment;(b) Included in the registration fee for a conference, convention, seminar, training session, or other event associated with official business travel;(c) Included in the cost of lodgings, e.g., complimentary hotel breakfast; or(d) Not otherwise incurred by the traveler.(5) Meal costs that are not reimbursable under subsection (4) above must be deducted from the traveler's total meal per diem in accordance with the rates established by the U.S. General Services Administration for the applicable location.(B) Lodging (1) Reimbursement for lodging will be allowed in accordance with this Section III.(2) For overnight travel in Frankfort, Kentucky associated with official business of the KCOJ, each justice of the Supreme Court may:(a) Request the Division of Accounting Services reserve accommodations to be paid directly by the AOC in accordance with Section 3.03(B)(1);(b) Request reimbursement for lodging expenses in accordance with Section 3.03(B); or(c) Claim a lodging per diem at the federal per diem rate for the applicable location, as established by the U.S. General Services Administration. See www.gsa.gov.(3) Receipts are not required for lodging reimbursed at the allowable per diem rate. All lodging reimbursement claims must be made on an AOC Travel Voucher Form (AOC T-1) demonstrating the date, times, home address, workstation, destination, and business purpose of the travel.(C) Court Week (1) Reimbursement for meals of each justice of the Supreme Court and his or her KCOJ staff is authorized and allowed during court week in accordance with Section III, but no overnight stay is required. The costs of meals reimbursed without an overnight stay may be reported as taxable income.(2) Notwithstanding Section 3.03(B)(3), requests for reimbursement made by a Supreme Court justice or his or her KCOJ staff for lodging expenses incurred during court week is authorized and allowed if he or she is traveling more than 40 miles from his or her official workstation or home. Requests for reimbursement for lodging within 40 miles of a Supreme Court justice's official workstation or home is allowed only if the lodging is a necessary expense of official business travel, as determined by the Chief Justice. Any such determination must be documented in writing and maintained with the record of reimbursement.3.06Other Travel Expenses(A) Technology Expenses Requests for reimbursement for necessary technology expenses incurred during official business travel, including but not limited to, telephone, fax, or internet costs for official business are authorized and allowed. Receipts must be attached to the AOC Travel Voucher Form (AOC T-1).
(B) Parking and Tolls Requests for reimbursement for necessary fees related to parking, bridges, or tolls are allowed. Receipts are not required for parking and toll expenses equivalent to $3 or less.
(C) Miscellaneous Expenses Where justified, requests for reimbursement of miscellaneous expenses may be allowed by the AOC Director or designee, provided the expenses were incurred as an incident to official business travel and are clearly shown to have been necessary in the performance of official business. Receipts must be attached to the AOC Travel Voucher Form (AOC T-1).
(D) Non-Reimbursable Expenses No request for reimbursement of personal expenses is authorized or allowed. Personal expenses include, but are not limited to, the following:
(1) Spouse/companion or family expenses incurred during the course of travel;(2) Airline or other travel insurance;(3) Medical bills, prescriptions, over the counter medications, or other medical services incurred while traveling;(4) Personal telephone calls;(5) Traffic and parking violations;(6) Valet parking unless no other parking is available;(7) Lost or delayed luggage;(8) Snacks and refreshments such as coffee, soda, candy, mini bar snacks, etc., which are in addition to meal charges for breakfast, lunch and dinner;(10) Personal entertainment;(11) Health and fitness center charges at a hotel or personal fitness center;(13) Kenneling for pets; and(14) Navigational systems (GPS) and satellite radio expenses in personal or rental cars.3.07AOC Travel Voucher Form(A) All mileage, meal, lodging, and other travel reimbursement claims must be made on an AOC Travel Voucher Form (AOC T-1) demonstrating the date, times, home address, workstation, destination, and business purpose of the travel.(B) Use of AOC Travel Voucher Form (AOC T-1)(1) Expenses of more than one traveler must not be included on a single AOC Travel Voucher Form (AOC T-1).(2) A single AOC Travel Voucher Form (AOC T-1) must not cover more than two months.(3) Any AOC Travel Voucher Form (AOC T-1) submitted more than 90 days after the expenses were incurred will be denied.(C) Preparation of AOC Travel Voucher Form(1) All required receipts must be attached, manually or electronically, to the AOC Travel Voucher Form (AOC T-1). Receipts should include the name and address of establishment, date of service, the amount charged for service, and an itemized list of expenditures. Meal receipts are not required for per diem meal reimbursement.(2) Each AOC Travel Voucher Form (AOC T-1) must list the traveler's employee identification number. A traveler's social security number should only be listed on the AOC Travel Voucher Form (AOC T-1) if the traveler does not have an employee identification number.(3) All travelers must: (a) Maintain records to support claimed expenses; and(b) Provide themselves with sufficient personal funds to defray their travel expenses.(4) All Travel Voucher Forms must include:(a) The business purpose of all travel claimed;(d) An a.m. or p.m. designation of departure and arrival times;(e) The traveler's home address including street address, city, and state; and(f) The traveler's workstation address including street address, city, and state.(5) Any AOC Travel Voucher Form (AOC T-1) that does not contain the information required in subsection (4) above must be returned to the traveler for revision unless it is determined by the Division of Accounting Services that the information is not necessary to process the AOC Travel Voucher Form (AOC T-1).(6) Only one point of origin to point of destination may be represented on a single line of the AOC Travel Voucher Form (AOC T-1). If multiple trips are made during a day of official business travel, each trip must be listed on separate lines on the AOC Travel Voucher Form (AOC T-1). The traveler may designate a trip as a round trip rather than listing each portion of the trip separately.(7) An employee's AOC Travel Voucher Form (AOC T-1) must be signed and dated by the employee and approved by the employee's authorized supervisor. No employee may approve his or her own AOC Travel Voucher Form (AOC T-1).(8) An elected and appointed official's AOC Travel Voucher Form (AOC T-1) must be signed and dated by the elected or appointed official and approved by the Manager of Accounting Services or designee. Approval in this subsection is for the purpose of verifying that the AOC Travel Voucher Form (AOC T-1) is complete and the reimbursement request is consistent with this Section III.(9) All payments to employees or elected or appointed officials under this Section III will be made via electronic funds transfer (EFT) to the primary bank account associated with the employee ID number of the employee or elected or appointed official. All payments to other travelers will be made via electronic funds transfer (EFT) to the bank account provided by the traveler on the EFT Form.Ky. Admin. P. Ct. Justice. III
Amended by order 2024-39, eff. 1/1/2025.