DAR File No. 29953

Administrative Services, Finance

R25-7-6

Travel-Related Reimbursements for State Employees

NOTICE OF PROPOSED RULE

DAR File No.: 29953
Filed: 05/16/2007, 02:00
Received by: NL

RULE ANALYSIS

Purpose of the rule or reason for the change:

The rule is amended to change the deduction allowed for dinner in premium cities from $31 to $26.

Summary of the rule or change:

The deduction allowed for dinner in premium cities is changed from $31 to $26.

State statutory or constitutional authorization for this rule:

Sections 63A-3-107 and 63A-3-106

Anticipated cost or savings to:

the state budget:

There will be a $5 savings per dinner in premium cities.

local governments:

Rate changes for State travel are only relevant to employees of the State of Utah or persons traveling on behalf of the State of Utah. Travel expenses are recorded in state budgets and have no relevance or impact to local branches of government.

other persons:

This rule will affect state employees and those traveling on behalf of the State of Utah. Persons traveling for the State who are not employees of the State will receive a small increase in travel rates. However, this money will come from state budgets and will not have any financial impact outside of state budgets.

Compliance costs for affected persons:

There are no compliance costs associated with Section R25-7-6.

Comments by the department head on the fiscal impact the rule may have on businesses:

Amendments to Rule R25-7 apply only to state agencies and state employees and have no impact on businesses. Kimberly K. Hood, Executive Director

The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:

Administrative Services
Finance
Room 2110 STATE OFFICE BLDG
450 N MAIN ST
SALT LAKE CITY UT 84114-1201

Direct questions regarding this rule to:

Marilee Richins at the above address, by phone at 801-538-3450, by FAX at 801-538-3244, or by Internet E-mail at MPRICHINS@utah.gov

Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:

07/16/2007

This rule may become effective on:

07/23/2007

Authorized by:

Kimberly K Hood, Executive Director

R25. Administrative Services, Finance.

R25-7. Travel-Related Reimbursements for State Employees.

R25-7-6. Reimbursement for Meals.

(1) State employees who travel on state business may be eligible for a meal reimbursement.

(2) The reimbursement will include tax, tips, and other expenses associated with the meal.

(3) Allowances for in-state travel differ from those for out-of-state travel.

(a) The daily travel meal allowance for in-state travel is $35.00 and is computed according to the rates listed in the following table.

 

TABLE 1

In-State Travel Meal Allowances

Meals                Rate

Breakfast           $8.00

Lunch              $11.00

Dinner             $16.00

Total              $35.00

 

(b) The daily travel meal allowance for out-of-state travel is $43.00 and is computed according to the rates listed in the following table.

 

TABLE 2

Out-of-State Travel Meal Allowances

Meals                Rate

Breakfast          $10.00

Lunch              $13.00

Dinner             $20.00

Total              $43.00

 

(4) When traveling to premium cities (New York, Los Angeles, Chicago, San Francisco, Washington DC, Boston, San Diego, Orlando, Atlanta, B[l]altimore, and Arlington), the traveler may choose to accept the per diem rate for out-of-state travel or to be reimbursed at the actual meal cost, with original receipts, up to $57 per day.

(a) The traveler will qualify for premium rates on the day the travel begins and/or the day the travel ends only if the trip is of sufficient duration to qualify for all meals on that day.

(b) Complimentary meals of a hotel, motel and/or association and meals included in registration costs are deducted from the $57 premium allowance as follows:

(i) If breakfast is provided deduct $14, leaving a premium allowance for lunch and dinner of actual up to $43.

(ii) If lunch is provided deduct $17, leaving a premium allowance for breakfast and dinner of actual up to $40.

(iii) If dinner is provided deduct [$31]$26, leaving a premium allowance for breakfast and lunch of actual up to $31.

(c) The traveler must use the same method of reimbursement for an entire day.

(d) Actual meal cost includes tips.

(e) Alcoholic beverages are not reimbursable.

(5) When traveling in foreign countries, the traveler may choose to accept the per diem rate for out-of-state travel or to be reimbursed at the reasonable, actual meal cost, with original receipts.

(a) The traveler may combine the reimbursement methods during a trip; however, he must use the same method of reimbursement for an entire day.

(b) Actual meal cost includes tips.

(c) Alcoholic beverages are not reimbursable.

(6) The meal reimbursement calculation is comprised of three parts:

(a) The day the travel begins. The traveler's entitlement is determined by the time of day he leaves his home base (the location the employee leaves from and/or returns to), as illustrated in the following table.

 

TABLE 3

The Day Travel Begins

1st Quarter     2nd Quarter    3rd Quarter     4th Quarter

a.m.            a.m.           p.m.            p.m.

12:01-6:00      6:01-noon      12:01-6:00      6:01-midnight

*B, L, D        *L, D          *D              *no meals

In-State

$35.00          $27.00         $16.00          $0

Out-of-State

$43.00          $33.00         $20.00          $0

*B=Breakfast, L=Lunch, D=Dinner

 

(b) The days at the location.

(i) Complimentary meals of a hotel, motel, and/or association and meals included in the registration cost are deducted from the total daily meal allowance.

(ii) Meals provided on airlines will not reduce the meal allowance.

(c) The day the travel ends. The meal reimbursement the traveler is entitled to is determined by the time of day he returns to his home base, as illustrated in the following table.

 

TABLE 4

The Day Travel Ends

1st Quarter     2nd Quarter    3rd Quarter     4th Quarter

a.m.            a.m.           p.m.            p.m.

12:01-6:00      6:01-noon      12:01-7:00      7:01-midnight

*no meals       *B             *B, L           *B, L, D

In-State

$0              $8.00          $19.00          $35.00

Out-of-State

$0             $10.00          $23.00          $43.00

*B=Breakfast, L=Lunch, D=Dinner

 

(7) An employee may be authorized by his Department Director or designee to receive a meal allowance when his destination is at least 100 miles from his home base and he does not stay overnight.

(a) Breakfast is paid when the employee leaves his home base before 6:01 a.m.

(b) Lunch is paid when the trip meets one of the following requirements:

(i) The employee is on an officially approved trip that warrants entitlement to breakfast and dinner.

(ii) The employee leaves his home base before 10 a.m. and returns after 2 p.m.

(iii) The Department Director provides prior written approval based on circumstances.

(c) Dinner is paid when the employee leaves his home base and returns after 7 p.m.

(d) The allowance is not considered an absolute right of the employee and is authorized at the discretion of the Department Director or designee.

 

KEY: air travel, per diem allowances, state employees, transportation

Date of Enactment or Last Substantive Amendment: 2007

Notice of Continuation: May 1, 2003

Authorizing, and Implemented or Interpreted Law: 63A-3-107; 63A-3-106