TRAVEL REGULATIONS

 

BUDGET AND CONTROL BOARD
1998-99
REGULATIONS FOR REIMBURSEMENT FOR
TRAVEL AND SUBSISTENCE EXPENSES


 

The regulations contained herein are promulgated by the State Budget and Control Board.

P O L I C Y

These regulations apply to all employees of the State or any agencies thereof not otherwise specifically covered by law.

Travel and transportation at State expense will be authorized only when officially justified and by those means which meet State Government requirements consistent with good management practices.

A traveler on official business will exercise the same care in incurring expenses and accomplishing an assignment that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an assignment are not considered acceptable as exercising prudence. Travel by commercial airlines will be accomplished in coach or tourist class, except where exigencies require otherwise. Transportation to and from points of arrival and departure will be accomplished by the most economical method.

It is the duty and responsibility of the respective department heads to insure compliance with these regulations.

DEFINITIONS

PERMANENT PLACE OF EMPLOYMENT: The location of the place of activity where a State Employee is regularly assigned and performs work. The corporate limits of the city or town in which the employee's place of work is located. If an employee is not employed in an incorporated city or town, his permanent place of employment is the place of work.

RESIDENCE (ACTUAL): The fixed or permanent domicile of a person that can be reasonably justified as a bona fide place of actual residence.

MILEAGE ALLOWANCE: A rate per mile in lieu of actual expenses of operation of a privately-owned automobile. Certain restrictions and conditions are prescribed in these regulations about the allowable reimbursement amount.

  1. Reimbursement - Employees of the State of South Carolina or any agency thereof including employees and members of the governing bodies of each technical education center while traveling on the business of the State shall, upon presentation of a paid receipt, be allowed reimbursement for actual expenses incurred for lodging.

    The employee shall also be reimbursed for the actual expenses incurred in the obtaining of meals except that such costs shall not exceed $25 per day within the State of South Carolina. For travel outside of South Carolina, the maximum daily reimbursement for meals shall not exceed $32 per day.

    It shall be the responsibility of the agency head to monitor the charges for lodging which might be claimed by his employees in order to determine that such charges are reasonable, taking into consideration location, purpose of travel, or other extenuating circumstances. Actual hotel/motel costs will be reimbursed for a single room rate or one-half the cost of the double room rate if shared with another State employee. A paid receipt must be attached to the employee's travel voucher.

  2. Dependents Accompanying Employee - If a dependent accompanies an employee on an authorized business trip, only those expenses which may be directly attributed to the employee may be reimbursed.

  3. Reimbursements - Non-Legislative Members of Committees - Non-Legislative members of committees appointed pursuant to Acts and Resolutions of the General Assembly whose membership consists solely of members of the General Assembly and other personnel who are not employees of the State of South Carolina shall be allowed subsistence expenses of $35 per day while traveling on official business. Members of such committees may opt to receive actual expenses incurred for lodging and actual expenses incurred in the obtaining of meals in lieu of the allowable subsistence expense.

  4. Reimbursements - Members of State Boards, Commissions or Committees - Members of state boards, commissions, or committees whose duties are not full-time and who are paid on a per diem basis, shall be allowed reimbursement for actual expenses incurred at the rates provided in paragraphs 1 and 10 of the Subsistence Section while away from their places of residence on official business of the State. One person accompanying a handicapped member of a state board, committee or commission on official business of the State shall be allowed the same reimbursement.

  5. Subsistence Reimbursement - Supreme Court Justices - No subsistence reimbursement shall be allowed to a Justice of the Supreme Court or Judge of the Court of Appeals while traveling in the county of his official residence. When traveling on official business of said Court outside the county of his official residence, but within 50 miles of his residence, a Supreme Court Justice and a Judge of the Court of Appeals shall be allowed subsistence expenses in the amount of $35 per day. When traveling on official business of said Court outside the county of his official residence, 50 or more miles from his residence, each Justice and Judge of the Court of Appeals shall be allowed subsistence expenses in the amount as provided for members of the General Assembly. The Chief Justice, or such other person as he designates, while attending the Conference of Chief Justices and one member of the Supreme Court while attending the National Convention of Appellate Court Judges, and three Circuit Judges while attending the National Convention of State Trial Judges shall be allowed actual subsistence and travel expenses.

    Upon approval of the Chief Justice, Supreme Court Justices, Judges of the Court of Appeals, Circuit Judges, and Family Court Judges shall be reimbursed for actual expenses incurred for all other official business requiring out-of-state expenses at the rate provided in Method of Determining Reimbursable Expenses of this section.

  6. Subsistence Reimbursement - Circuit, Family Court and Administrative Law Judge - No subsistence reimbursements are allowed to a Circuit Court, Family Court, or Administrative Law Judge while holding court within the county in which he resides.

    While holding court or on other official business outside the county within 50 miles of his residence, a Circuit Court, Family Court, or Administrative Law Judge is entitled to a subsistence allowance in the amount of $35 per day.

    While holding court or on other official business at a location fifty miles or more from his residence, a Circuit Court, Family Court, or Administrative Law Judge is entitled to a subsistence allowance as provided for members of the General Assembly.

  7. Mileage Reimbursement - When an employee of the State shall use his or her personal automobile in traveling on necessary official business, a charge of 32.5 cents per mile will be allowed. Whenever State-provided motor pool vehicles are reasonably available and their use is practical and an employee of the State shall request to use his personal vehicle, a charge of 28.5 cents per mile will be allocated for the use of such vehicle. Auto travel should be by the most direct route practicable, and substantial deviation from the distances shown by the current State Highway System Map of the South Carolina Department of Transportation should be explained. When more than one employee is traveling to the same location, the authorized number of automobiles should be limited to not more than one automobile to two people.

    A separate entry should be made for travel in the vicinity of a community or city. Only actual miles driven on official State business will be reimbursed.

    Mileage between the employee's home and his or her place of employment is not subject to reimbursement. However, when an employee leaves on a business trip directly from his or her home, and does not go by the employee's headquarters, the employee shall be eligible for reimbursement for actual mileage beginning at his or her residence.

  8. Subsistence Reimbursement - Public Service Commission, Employment Security and Workers' Compensation Commissions - No subsistence reimbursement shall be allowed to a member of the Public Service Commission, the Employment Security Commission or the Workers' Compensation Commission while traveling in the county of his official residence.

    When traveling on official business of the Commission outside the county of his official residence, but within 50 miles of his residence, each member shall be allowed subsistence expenses in the amount of $35 per day.

    When traveling on official business (in state) of the Commission outside the county of his official residence, 50 or more miles from his residence, each member shall be allowed a subsistence allowance as provided for members of the General Assembly.

    When traveling out-of-state, members may claim the established amount of per diem, as stated in the General Appropriation Act, or actual expenses as deemed reasonable by the Comptroller General.

  9. Reimbursement - Members of the General Assembly Serving on Committees - Members of the General Assembly serving on Standing Committees of the Senate and House of Representatives, Joint Study Committees created pursuant to Acts and Resolutions of the General Assembly and members traveling on official State business shall receive subsistence expense equal to the maximum allowable by regulation of the Internal Revenue code for the Columbia area.

    Members may elect to receive actual expenses incurred for lodging and meals in lieu of the allowable subsistence expense.

  10. Foreign Travel - Any travel outside the United States, Canada, and Puerto Rico. Any foreign travel of a State employee will be reported annually at the end of each fiscal year by the authorizing agency to the President of the Senate, the Speaker of the House, and the Budget and Control Board.

    The following information is to be included in the annual reports: (a) name of State employee; (b) destination; (c) inclusive dates of the travel period; (d) purpose of the travel; (e) total cost of the travel; and (f) source of funds.

  11. Maximum subsistence for meals shall be determined in accordance with the attached schedule method of "Determining Maximum Subsistence."

  12. Per Diem - That the per diem allowance of all boards, commissions, and committees shall be at the rate of $35 per day. Provided, that no full-time officer or employee of the State shall draw any per diem allowance for service on such boards, commissions, or committees.

    Per diem is a daily fee given in lieu of an annual salary.

  13. These limitations may be made more restrictive by the agency director as dictated by agency requirements.

  14. Automobile Travel When Air Travel Is Most Economical Mode of Travel - The Appropriations Act states that transportation for official State business will be accomplished by the most economical method. Based on this, an employee who elected to drive his car for his convenience when more economical modes of travel are available is entitled to reimbursement for:

    1. Mileage equal to the amount of coach or tourist airplane fare.

    2. Vicinity mileage incurred on official business in lieu of using a taxi.

    3. Parking fees equal to that which would have been incurred if car had been parked at airport.

    4. Subsistence based on date and time airline connections would have been made for departure and return. Any period of time exceeding these guidelines would be at the employee's expense and no subsistence could be paid.

  15. Travel for Handicapped Employees: - The Appropriation Act states that transportation for official State business will be accomplished by the most economical mode of travel, due consideration being given to urgency, schedules and like factors.

    We feel the above restricts handicapped employees to travel in the most economical mode of travel possible. However, a handicapped employee who is unable to use the most economical mode of travel due to his handicap may avail himself of the next most economical mode of travel available. In determining the next most economical mode of travel, the following items must be considered:

    1. Cost of fare or mileage.

    2. Subsistence expenses incurred due to extra days travel, if any.

    3. Lodging expenses incurred due to extra days travel, if any.

    4. Other allowable expenditures incurred due to extra days travel, if any.

    The cost figures used in determining the mode of travel must be attached to the disbursement voucher when it is submitted for payment.

    The agency director of the employee's home agency must certify the employee is handicapped. He must also certify the employee was physically unable to use the most economical mode of travel.

    Expenses at the same rates allowed to State employees will be authorized for attendants traveling with State employees if the travel is required by the job.

  16. Method for Determining Subsistence

    1998-99

    METHOD OF DETERMINING SUBSISTENCE OR SINGLE CALENDAR DAY TRAVEL

    In determining the maximum amount of subsistence for meals which may be reimbursed, the following time schedule will be adhered to:

           

    AMOUNT PER MEAL

     

    If Departure
    Time Is:

     

    And If Return
    Time Is:

    In State
    Maximum $25/day

    Out-of-State
    Maximum $32/Day

    1.

    Before 6:30 A.M.

    *1.

    After 11:00 A.M

    *$ 6.00

    *$ 7.00

       

    *2.

    After 1:30 P.M. (Lunch)

    *$ 7.00

    *$ 9.00

       

    *3.

    After 8:30 P.M. (Supper)

    *$12.00

    *$16.00

    2.

    6:30 A.M. or after and before 11:00 A.M.

    *1.

    After 1:30 P.M. (Lunch)

    *$ 7.00

    *$ 9.00

       

    *2.

    After 8:30 P.M. (Supper)

    *$12.00

    *$16.00

    3.

    11:00 A.M. or after and before 5:15 P.M.

    *1.

    After 8:30 P.M. (Supper)

    *$12.00

    *$16.00

    1998-99
    METHOD OF DETERMINING SUBSISTENCE
    FOR OVERNIGHT TRAVEL

    When a State Employee is traveling in or out of the State on official State business, the following maximum reimbursement will apply:

    1. The costs of meals will be reimbursed up to the maximum amount as provided for in the Single Calendar Day schedule. The time limitations for breakfast will not apply for overnight trips when returning early in the morning.

    2. State employees who are required to perform their duties during the night shall be allowed reimbursement for breakfast even though their arrival time back to residence or headquarters occurs prior to 11:00 A.M. if the following conditions are met:

      1. Employee must be in travel status (more than 10 miles from residence and/or headquarters).

      2. Employee must be in travel status after 8:30 P.M. for a period of not less than six hours.

    3. Actual hotel/motel costs will be reimbursed for a single room rate or one-half the cost of the double room rate if share with another State employee. A paid receipt must be attached to the employee's travel voucher.

  17. Special Rules

    SPECIAL RULES

    *No reimbursement shall be made for meals within ten miles of an employee's official headquarters and/or residence. Agency directors may increase this distance requirement as deemed appropriate.

    Receipts for all expenditures, except taxis and meals, shall be attached to the voucher.

    Employees required by their agency head, as a part of their official duties, to attend statewide, regional or district meetings within the area in which the employee is headquartered, may receive reimbursement for the cost of meals served at such meetings. At least 75% of those attending the meeting must be employees of other agencies or outside organizations. Meetings of boards, commissions, and committees are not considered statewide, regional or district meetings.

    If the cost of the meal, referenced above, exceeds the state allowance, receipts must be provided in order to receive reimbursement. In the event an agency makes reimbursement to an employee of another agency, approval from the home agency must accompany the voucher.

    Law enforcement personnel who are assigned to escort the Governor and members of his family, state constitutional officers, and members of the State's congressional delegation shall be allowed reimbursement for actual meal expenses if their escort duty requires them to dine with the officials.

    Paid motel and hotel receipts for lodging must be attached to the travel voucher when submitted for reimbursement.

    No reimbursement for overnight accommodations will be made within fifty (50) miles of the traveler's official headquarters and/or residence.

    *It shall be the responsibility of the agency head to monitor the charges for lodging which might be claimed by his employees in order to determine that such charges are reasonable, taking into consideration location, purpose of travel or other extenuating circumstances.

    MILEAGE

    Mileage will be paid at the rate of 28.5 cents per mile whenever state-provided motor pool vehicles are reasonably available and 32.5 cents per mile otherwise. Employees are directed to use self-service pumps when fueling state-owned vehicles at commercial facilities.

  18. Method of Determining Reimbursable Expenses

    METHOD OF DETERMINING REIMBURSABLE EXPENSES 1998-99

     

    TYPE

    METHOD

    MILEAGE

    SPECIAL NOTES

    A.

    Members of Committees, Board, Commissions Established by Act:

         
     

    1. Those Having Legislators as Members of legislative Committees

    Flat rate of $35 per day while traveling on official business. Members may choose to receive actual expenses of food and lodging.

    32.5 Cents Per Mile

    Receipts for all expenditures, except taxis and meals, shall be attached to the voucher

     

    2. Those not having legislators as members.

    Actual expense of lodging. Actual expenses of meals, not to exceed $25 per day within South Carolina and $32 per day for travel out side of South Carolina.

    32.5 Cents Per Mile

    Same as Regulations for State Employees.

     

    3. Legislators

    Subsistence equal to maximum allowable by regulation of the Internal Revenue Code for the Columbia area. May elect to choose actual expenses for lodging and meals.

       

    B.

    Supreme Court Justices, Court of Appeals Judges, Circuit and Family Court Judges, Administrative Law Judges

    See Paragraph 11-12, General Rules.

    32.5 Cents Per Mile

     

    C.

    Public Service, Employment Security and Worker's Compensation Commissions

    See Paragraph 15-17, General Rules.

    32.5 Cents Per Mile

     
     

    Foreign Travel

    When traveling outside the United States, Canada and Puerto Rico, employees are entitled to reimbursement of actual costs in obtaining meals. Employees may elect to seek reimbursement using the max-imum daily rate for meals as established by the federal government per diem rates for travel in foreign areas. These amounts can be claimed without receipts. If reimbursement amounts exceeds the federal per diem rates, employees will be required to present receipts in order to substantiate the claims.