MISSOURI DEPARTMENT OF INSURANCE

MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL The Department of Insurance will reimburse its employees, commission members, advisory board members, etc., for reasonable and necessary expenses incurred on behalf of the Department. Copies of the State of Missouri Travel Regulations are available from the Personnel Section, Harry S Truman State Office Building, Room 530, Jefferson City, Missouri. The following Travel Regulations are issued for the guidance of officials, employees, and all who travel to represent the Department except where specific statutes provide otherwise. RULE 1 DEFINITIONS For the purpose of these regulations, the following definitions shall apply: a. Approved state credit cards shall be those cards issued and approved through the Office of Administration as valid for the purpose of billing the Department. Official domicile shall be the actual work location or assigned work location of an employee as best serves the interest of the Department and is not for the convenience or benefit of the employee. Official domicile shall be one of the following: Kansas City, St. Louis, or Jefferson City, unless grandfathered prior to 2000. Official domicile will be designated when an employee is hired and may only be changed with the approval of the Director or designee. Travel authorization and reimbursement forms are those approved by the Office of Administration and Department of Insurance. Altered forms will not be accepted. Residence shall be the city or town in which the individual has an abode or dwelling place. Twelve-hour rule. According to State travel policy a person must be in travel status for more than 12 hours to be reimbursed for meals if there is no overnight stay either before or after the 12-hour day. b. c. d. e. RULE 2 ESSENTIAL EXPENSES - RECEIPTS REQUIRED Reimbursable travel expenses are limited to those expenses authorized and essential to the transaction of official business of the Department. Expenses incurred for the sole benefit of the employee, such as any type of insurance, travel loan finance charges, personal credit card fees or dues, radio or television charges, bar bills, extra meals, newspapers, magazines and other like charges shall not be allowed as reimbursable travel expenses. Expenses for laundry service and dry cleaning shall be allowed only for extended travel outside the United States. Communication expenses shall be allowed only when necessary for the transaction of official business. Incidental expenses not directly concerned with travel (such as postage, small emergency supplies, etc.) may be allowed when necessary to the performance of official business while traveling. These necessary incidental expenses shall be itemized on the expense account with receipts attached. Page 1 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL All receipts (proofs of payment) must be originals. Proof of payment includes the customer copy of a charge card receipt, a charge card statement detailing the expenditure, a personal check canceled by the bank, an invoice or folio with a zero balance, a cash register receipt or a receipt for cash paid. If an original is not available, the claimant must explain why. These exceptions are subject to the approval of the Department Director or designee. The Department and Office of Administration will review all other miscellaneous expenses on an individual basis. RULE 3 TRAVEL, MEAL AND LODGING EXPENSES Employees are allowed travel expenses when required to travel away from their official domicile on Department business. Mileage reimbursement for official use of a private motor vehicle may be claimed within the official domicile if used while conducting Department business and no state vehicle is available. Mileage reimbursements are as follows: 1. Mileage will be calculated from domicile (state office building) or residence whichever is less: A. If the employee has a permanently assigned office in one of our State office buildings and lives in their domicile or B. If the employee has a permanently assigned office in one of our State office buildings and lives outside their domicile or C. If the employee does not have a permanently assigned office in one of our State office buildings and lives outside their domicile. 2. Mileage will be reimbursed from residence if the employee does not have a permanently assigned office in one of our State office buildings and lives in their domicile. TRAVEL Examiner Travel Weekend Rules Examiners must receive prior approval from the Division Director, or designee, before remaining at the job site on travel weekends. (Use Prior Approval Form.) Those examiners who do not leave the job site may not charge travel expenses or take travel time. The examiner may bill for the incurred meal costs not to exceed CONUS M&IE rate and lodging expenses. This may be used in emergency situations only. Full documentation of the purpose is required. Employees must arrange travel that will enable them to work their assigned work schedule. Examiner Non-Travel Weekend Rules Examiners shall return to their domicile on non-travel weekends and must travel on their own time when it is less expensive than staying at the job site. Page 2 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL The Division Director, or designee, must approve the Non-Travel Weekend Expense Verification Form before expenses are incurred. The verification form must be attached to the expense account. For mileage purposes, the exam site is defined as the city in which the company resides. Appropriate travel expenses from the examination site to the examiner’s domicile are permitted. Examiners must arrive at the job site according to a set work schedule, or adhere to the working schedule of the company being examined. MEALS CONUS rates will be used as the standard of reasonableness for meal reimbursement. Updates to the meal rates are posted on the Internet at: http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.shtml. Exceptions to meal limits must be prior approved by the Department Director or designee. Meal charges must be listed individually in appropriate columns of the expense report. CONUS M&IE rate includes tip. Traveling without an overnight stay requires more than 12 hours in travel status to qualify for reimbursement for meals per the schedule below. When traveling overnight on Department business and incurring lodging expenses, meal reimbursement begins and ends as outlined below. These guidelines include travel time only (not meal and travel time). For example, if it is possible to depart at 7am and reach your destination without stopping for breakfast, breakfast is not a reimbursable expense. Leaving before: 7:00 am 11:00 am 5:30pm Returning after: 9:00 am 1:00 pm 6:00 pm Meal Reimbursement begins with: Breakfast Lunch Dinner Meal Reimbursement ends with: Breakfast Lunch Dinner NOTE: Any meal reimbursement under the 12-hour rule must show departing times from, and returning times to, the official domicile. Employees shall receive reimbursement for actual meal expenses and meal tips not to exceed CONUS rates. An original dated receipt must accompany any individual meal reimbursement request of $15 or more. Any exception requires a written explanation. CONUS M&IE includes all meals and incidental expenses. Items such as parking and unforeseeable business related expenses are covered under rules 2 and 12. The CONUS rate does not include airfare, car rental, mileage reimbursement or lodging expenses. The CONUS M&IE rate is not an entitlement. Actual expenses incurred or the CONUS rate, whichever is less, will be reimbursed. Employees do not receive reimbursement for travel expenses going to and from meals. Employees do not receive reimbursement for meals within their domicile except under rule 14. Page 3 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL Reimbursement for travel expenses is not allowed for either Saturday or Sunday of travel weekends except: 1) When the examiner has received prior approval to remain at the job site; or 2) When it is economical to fly to the job site on Sunday; or 3) For extraordinary reasons. These exceptions must be prior approved by the Division Director or designee using the Prior Approval Form. Receipts for any and all expenses claimed may be requested at the discretion of the Department Director or designee, but are not required to be attached to the expense report unless requested on a case by case basis. INCIDENTAL EXPENSES-NOT REQUIRING RECEIPTS The CONUS M&IE rate allows reimbursement for up to $2.00 of incidental expenses per day for such things as tips for bellhops, concierges, skycaps, etc. Receipts are not required but such expenses should be itemized in the ‘explanation’ section of the expense report. Meal tips are not considered an incidental expense nor are tips for cab drivers. The allowed incidental expense amount is not an entitlement. LODGING Lodging costs are those necessary to conduct Department business. Excluding applicable taxes, these costs may not exceed CONUS rates. The Department Director or designee must approve exceptions to these limits, prior to the expense being incurred. When a city is not listed in CONUS, then the standard reimbursement rate should be used. Overnight lodging is reimbursable when the distance traveled is more than 50 miles from the claimant’s official domicile office or private residence, whichever is closer. Exceptions may be permitted when lodging is more economical and advantageous to the Department. This requires prior written approval from the Department Director or designee. The Office of Administration publishes a hotel and motel guide that details room rates by city for various hotels and motels throughout the State. It also includes listings for several other states’ lodging options. This guide can be used as a resource for locating reasonably priced lodging. Copies of this guide may be accessed on the internet at http://www.oa.mo.gov/purch/noa/hotel02.pdf. When making reservations for lodging, the employee must request the government or convention rate and is responsible for ensuring that he has received the government or convention rate. Reimbursable lodging costs may include state, city and/or convention taxes. Page 4 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL RULE 4 DIRECT BILLED EXPENSES NOT REIMBURSABLE Items that are properly purchased and invoiced directly to the Department should not be included on an expense report and are not reimbursable under these regulations. RULE 5 EXPENSES MUST BE REASONABLE Employees are expected to exercise the same care in incurring expenses as a prudent person would exercise if traveling on personal business. Hotel expenses must be at the single room rate; air travel is limited to coach fare, or less. The make and model of rental vehicles should be reasonable in relation to the business need. If a supervisor questions an employee’s expense report or suspects abuse, the employee may be required to produce receipts for those expenses and, at the supervisor’s discretion, all future expenses. RULE 6 PURCHASE OF ALCOHOL IS NOT REIMBURSED Employees shall not include expenses for the purchase of alcoholic beverages for reimbursement as a travel expense or a payment made directly by any agency. RULE 7 EMPLOYEE PAYMENT OF EXPENSES Individuals on Department business shall use the approved State of Missouri corporate card or will provide themselves with sufficient funds or personal credit cards for necessary travel expenses. Generally, air travel should be billed directly to the Department; however, employees may pay for the airfare and receive reimbursement if necessary. Prepayment may be made when direct billed to the Department for airfare, conference fees, and lodging if required by the vendor or if advance payment results in a cost savings. Reimbursement to the employee for airfare, conference fees, and lodging can only be made after the travel has occurred. If using a travel agency, use one that will direct bill the Department. Airfare reservations should be made in a manner to obtain the lowest rate, until the statewide contract becomes available. Then the statewide contract must be used. RULE 8 DIRECT BILLING OF TRAVEL EXPENSES Travel expenses shall not be billed to the Department, except for lodging, commercial transportation (air, bus, rail) and conference registration. Examiner rental car expense may also be direct billed. When expenses are billed to the Department, the expenses shall be submitted under Travel Rule 15(b). Air charters shall also be subject to Travel Rule 11(c). Personal expenses must not be direct billed to the Department and must be paid by the employee. Page 5 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL RULE 9 METHODS OF TRAVEL Travel may be accomplished by plane, train, bus, private or Department owned automobile, rented car or taxi, whichever method serves the requirements of the Department most economically and advantageously. When an airport is within 50 miles of the employee’s official domicile, and a family member or friend provides transportation to and from the airport, the employee may be reimbursed for automobile mileage for up to two round trips. When the distance traveled to the airport is more than 50 miles from the employee’s official domicile, and a family member or friend provides transportation to and from the airport, the employee may be reimbursed for automobile mileage for one round trip. The routing of each trip for mileage computation shall be by the most commonly traveled route unless unusual circumstances warrant other less direct routes. RULE 10 SHARED EXPENSES Employees may be reimbursed for travel expenses incurred by other employees or non-employees provided the specific business reason necessary for doing so is indicated. The names of those involved and the amounts paid on behalf of such individuals must also be detailed. The individual meal and lodging limitations still apply to each individual. This is intended to be used for those common types of travel situations where it is normal and practical for one individual to pay for an expense rather than it be divided among all individuals, (e.g. a restaurant bill for a group meal or hotel charge for a shared room). Reimbursement for spouse expenses at an official business function requires written justification preapproved by the Commissioner of Administration. This reimbursement is limited to Department Directors or those designated to represent them and must be for a legitimate business reason where attendance of the spouse is required to represent the Department. Employees may be reimbursed for expenses incurred by their spouses and other members of their families only as provided for concerning transportation to and from the airport in Travel Rule 9, and when representing the Department at an official business function as covered in this rule. RULE 11 PRIVATE AND RENTAL AUTO AND AIR EXPENSES The following rule shall apply for allowances for travel in privately owned and rented automobiles, privately owned and rented aircraft and aircraft charters: a. For travel in privately owned automobiles, the state mileage allowance shall be at the current rate ordered by the Commissioner of Administration pursuant to Section 33.095, RSMo (1994). Any changes to the mileage allowance rate will be effective July 1. Contact Support Services for the current authorized rate. Mileage figures listed on the Monthly Expense Account form should be rounded to the nearest whole mile. Toll charges for bridges and turnpikes as well as parking charges will also be allowed. When more than one person travels in the same automobile, only the owner of the vehicle shall be allowed mileage. A guide for mileage calculation will be the current State of Missouri map published by MODOT. Page 6 of 12 MISSOURI DEPARTMENT OF INSURANCE APPROVED SUBJECT TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL Employees traveling to the same location are expected to efficiently use available automobile space. There is no requirement of the owner of a personal vehicle to provide transportation to others. Employees may be required to share a rental vehicle if traveling to same location. Employees using personal vehicles will be reimbursed for mileage from their home or official domicile to their job site and return to their domicile or home, whichever is less, if no Department vehicle is available. Commuting mileage from hotel to job site will not be reimbursed. The state mileage allowance rate represents full compensation for the costs of operating your vehicle. Physical damage or loss to your private vehicle and/or its personal property contents is not covered by the State. Coverage should be obtained through personal auto insurance. Liability to others, including passengers, must be covered by your private auto policy. Refer to your policy or contact your agent for coverage specifics concerning use of your private vehicle for business activities. b. For travel in a privately owned or rented aircraft, the employee shall be reimbursed a mileage allowance at a rate of twenty-four and one-half cents (24 1/ cents) per mile. The number of air miles shall determine the reimbursement. When more than one person travels in the same aircraft, only the employee who owned or rented the aircraft shall receive the mileage allowance. c. For travel in a chartered aircraft (chartered from a non-affiliated party and piloted by the charter service), prior approval shall be obtained from the Office of Administration. Approval shall be limited to a reasonable rate based upon the mileage and size of the aircraft needed. When submitted as a reimbursement request, proper receipts shall be attached to the expense report. For travel by rented auto, expenses (rental and fuel) may be either direct billed (examiners only) or paid by the employee and reimbursed (original receipts required for rental and fuel purchases). Weekly car rental rates are allowed if the cost is less than the total cost of renting at the daily rate. Employees may rent one full-sized vehicle for each three employees going to the same location. If one or two employees are at a given location, a medium-sized vehicle may be rented or reimbursement will be made for other ground transportation. Rental rates should be negotiated to achieve the most economical rate. Rental cars should be returned promptly at the end of the rental period to prevent additional charges. These additional charges would be the responsibility of the employee unless there is a sufficient business reason for incurring the charges. Rental cars are not allowed for inState travel. Exceptions must have prior approval of Division Director with notice given to Department Director or his designee. Page 7 of 12 d. MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL The examination team may use a rental vehicle during an examination when permission is obtained from the examiner-in-charge. On non-travel weekends, an examiner without a car can be reimbursed a maximum of $15 per day (a maximum of $30 per weekend) for transportation (even if the group has a rental car). Receipts are required for these expenses. If a receipt is not available, documentation must provide the reason. Reasonable expenses for parking personal or rented vehicles are reimbursed when incurred as an essential part of the assignment. Employees will not be reimbursed for any car rental insurance expenses incurred, except as allowed in the corporate agreements the State has with some rental companies. The State of Missouri corporate card includes collision damage waiver for business related rentals. Include the names of all employees in the rental agreement who may use the car for business so they will be covered by the waiver. If the situation arises where other damages need to be paid, the State’s Legal Expense Fund may be accessed pending review on a case-by-case basis. The Legal Expense Fund does not cover use of rental vehicles for personal activities. Employees must provide at their own expense insurance coverage for personal use of rental vehicles. The Office of Administration, Risk Management Section publishes Guide for Drivers on State Business, which describes procedures to follow should an accident occur. Information can be obtained at http://www.oa.mo.gov/gs/risk/legal/accid.htm. RULE 12 USE OF STATE-OWNED VEHICLES Except for company examination business travel, Department employees must request the use of a stateowned vehicle for all business travel purposes. The following rules apply for allowance for travel in stateowned vehicles: a. Expenses for gasoline, oil, storage, washing, greasing and other necessary services will be allowable as long as original receipts are attached to the expense account. Charges for garaging state-owned vehicles, shall be allowable for employees at their official domicile providing: 1. the State has no available facilities for garaging; 2. the garage used is not owned by the employee or his immediate family; 3. the cost of the garage rental is not included in the rental charge for the living quarters of the State official or employee; 4. storage is reasonable in amount, necessary and to the advantage of the State. State issued credit cards for state-owned vehicles shall be used with those companies that have agreed to accept the credit cards. Leave purchase charge slips with car packet. Gasoline purchases with State credit cards will not be listed on the expense account. Page 8 of 12 b. c. MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL RULE 13 RESIDENT CITY OTHER THAN OFFICIAL DOMICILE An employee whose resident city is in some place other than the city of the official domicile shall not be allowed expenses while in such resident city or mileage to travel between the resident city and the city of official domicile. Reimbursement may be made for a meal charge within the city of residence if incurred as part of a Department or agency sponsored conference or business meeting as described in Travel Rule 14. Travel expenses shall be computed and reimbursed between the travel site destination and the employee’s official domicile or residence (if leaving directly from the residence), whichever is less. Any additional travel expenses incurred by reason of an employee or official choosing to reside in a place other than the city of the official domicile is not allowed. The city, town or place of official domicile must be listed on the Monthly Expense Report. RULE 14 OFFICIAL DOMICILE EXPENSES No employee shall be allowed hotel or meal expenses while in their city of official domicile, except as provided in this section. While traveling on Department business, employees will not be allowed hotel expenses when it would be more economical or advantageous to the Department to return to their official domicile or residence. Direct billing or reimbursement may be made for meal expenses when it is incurred as part of a Department required meeting, or a Department sponsored conference, where employees are interacting and conducting State business during the meal period. Direct billing or reimbursement of meals served in conjunction with agency required meetings attended by in-domicile employees shall be documented with the names of those involved or the group name with the number attending and the specific State business reason for the meeting. The State business reason can be documented in the form of an agenda, program, or other specific description. RULE 15 MONTHLY EXPENSE REPORT INSTRUCTIONS AND PROCESSING Form Instructions (Any meal reimbursement using the 12 hour rule must show departing times from, and arrival times to, the official domicile.) The following procedures will be used when submitting claims for reimbursement: a. All claims must be typed or in ink. The original shall be filed with Support Services. Page 9 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 b. 1/09/03 3-100 FISCAL Where charges for transportation, lodging, and conference registrations are not billed directly to the State, the following documentation is required for reimbursement: 1. 2. Reimbursement for transportation must be supported by a vendor document describing the travel and a proof of payment. Reimbursement for lodging must be supported with a hotel document indicating the lodging specifics and a proof of payment. A descriptive vendor document and a proof of payment must support reimbursement for conference registrations. Proof of payment may be in the form of a credit card receipt, credit card statement copy showing the charge, folio showing a zero balance or a copy of a personal check that has been canceled by the bank. 3. 4. c. Any unusual expenses incurred shall be itemized on the expense report and accompanied by receipts for payment. The justification for incurring any unusual expenses shall be fully explained by letter or notation on the Monthly Expense Report Form. Each Monthly Expense Report shall be limited to cover expenses incurred during a onemonth period. The Department will not accept more than one Monthly Expense Report per individual per month. The Monthly Expense Reports must be rendered currently to facilitate prompt payment. The report cycle begins with the 16th of the month and continues through the 15th of the following month, with the report due to Support Services by the 20th of the month. For examiners, when expenses exceed $1,000 by the first of the month, a supplemental expense report may be submitted. This supplemental report is due by the 5th of the month. All expenses incurred within a particular fiscal year must be submitted by the end of that fiscal year (June 30). d. e. Rubber stamps or facsimile signatures for the claimant on the Expense Report Form shall not be honored unless otherwise provided by State law. All claims for reimbursement of expenses must be itemized and attested to by the claimant and approved by the Director of the Department or designee, or as otherwise provided by State law. All claimants’ signatures must be in ink. Page 10 of 12 f. See line-by-line instructions for completing the Monthly Expense Report Form. MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 1/09/03 3-100 FISCAL Form Processing Accurately complete the monthly expense report form. Obtain your supervisor’s signature of approval on the form. Submit the approved form and documentation to the Support Services Section by stated deadlines. Expense checks are generally issued within 20 days of Support Services Section’s receipt of the expense form. Direct deposit of expense checks is available via forms available through personnel. Most of the errors on expense accounts are mathematical. If there is an error, mathematical or otherwise, that can be resolved over the telephone (i.e. explanation not given for leaving from home, time in travel status not given for 12 hour rule reimbursement etc.), the Department will make an attempt to resolve the error by telephone. If the problem cannot be resolved by telephone, portions of the expense account without the problem will be processed. The claimant is responsible for accurately completing and resubmitting the previously inaccurate report. A copy of the original expense report must be submitted with the revised report. RULE 16 OUT OF STATE TRAVEL The following additional rules shall apply to all travel outside the State that is necessary for the performance of official State business: a. b. All travel outside the State requires approval by the Department Director or designee. A copy of the approved Out of State Travel Authorization Form bearing the signature of the Department Director or designee shall be sent to Support Services. The Out of State Travel Authorization Form must be the form approved by the Office of Administration and at a minimum include the following information: name(s) of employee(s), destination, purpose of the trip, dates of travel, manner of transportation and estimated total expense. The Out of State Travel Authorization Form must be approved by the Division Director and Department Director or designee prior to arranging air and lodging reservations. Support Services will submit blanket Out of State Authorization Forms for expenses associated with out of state examinations. c. The names of all individuals requesting travel to the same place on the same date and for the same purpose shall be included on one Out of State Travel Authorization Form. Approved Out of State Travel Authorization Form should be forwarded to Support Services for attachment to expense reports. Page 11 of 12 MISSOURI DEPARTMENT OF INSURANCE SUBJECT APPROVED TRAVEL POLICY ISSUED REVISED POLICY NUMBER SECTION 10/16/93 d. 1/09/03 3-100 FISCAL Air travel shall be the method of transportation unless other methods of travel are more economical or advantageous to the Department. Prior approval for an alternative method of travel must be obtained from the Department Director or designee. Employees should plan their out of state travel by making advance air travel reservations to obtain the lowest convenient airfares. Air travel shall not, however, exceed coach fare for the most direct available route. Travel outside the State by commercial common carrier surface transportation, in lieu of air transportation, shall be limited to the actual cost of the surface carrier. Travel outside the State by privately owned automobile, instead of air transportation, shall be limited to the State mileage allowance. The total mileage allowance cannot, however, exceed the lowest advance direct coach airfare cost for the same travel dates and destination. Documentation for the lowest coach airfare needs to be attached to the expense report. In addition, meals, lodging or other travel expenses incurred, as a result of taking surface transportation, instead of air, will be allowed only if the expenses would have been incurred for air travel also. The Department Director or designee has the authority to make exceptions to this rule to ensure the most efficient use of Department resources. The Office of Administration may require a written justification for extensive travel out of state by privately owned auto when the mileage allowance cost does not appear economical or advantageous to the State. RULE 17 DEPARTMENT AUTHORIZED TO ESTABLISH TRAVEL RULES The Department may have travel guidelines that are more specific than the State travel regulations but cannot allow expenses not authorized by State policy. RULE 18 UNUSUAL TRAVEL EXPENSES NOT COVERED MUST HAVE THE COMMISSIONER OF ADMINISTRATION’S WRITTEN APPROVAL. Any exceptions to this policy require the approval of the Department Director or designee, and are contingent upon approval by Office of Administration. Page 12 of 12 PRIOR APPROVAL FORM I, ______________________________________, request prior approval for the following: ________________________________ Remaining at job site. ________________________________ Additional Car Rental. ________________________________ Non-Standard Working Hours ________________________________ Administrative Leave for Company Holiday ________________________________ Other Explanation (include dates and any expenses): ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ _____________________________________ Approval Signature _____________________________________ Title NON-TRAVEL WEEKEND EXPENSE VERIFICATION When traveling home on a non-travel weekend, this form is to be attached to the expense account form with the accompanying receipts, documentation and cross-referencing verifying amounts. COST TO STAY AT SITE: Hotel (_______X_________) = __________ days rate Total Average expected meal expense (See Travel Regulations Page 2-Meals) Friday __________ = _________ Dinner Total __________ Breakfast __________ Breakfast __________ Breakfast _________ Lunch _________ Lunch __________ = _________ Dinner Total __________ = _________ Dinner Total = __________ Total Saturday Sunday Monday Other Explain: Total Cost to Stay at Site (A) _________ COST TO TRAVEL HOME: Air Mileage (_________ X .State standard mileage rate) miles Other Explain: Total Cost to Travel Home (B) ________ LESSER OF (A) OR (B) IS TOTAL ALLOWABLE EXPENSE: ________ _________ _________ _____________________________________ Approval Signature _____________________________________ Title INSTRUCTIONS TO COMPLETE MONTHLY EXPENSE REPORT FORM For Month of: Enter the month and year for which an individual is seeking reimbursement for travel expenses. Page 1 of ( ): Enter the total number of pages being submitted. (Note: includes first page and any additional pages). Department/Division or Institution: Enter the name of the Department of Insurance Division for which the individual works. In the case of a non-State employee, enter the division on whose behalf the claimant incurred expenses. Employee Name (Last, First): Enter the complete name of the individual. (Note: Be consistent every month.) Social Security No.: Enter the Social Security number of the employee. If not a State employee, enter NSE (non-State employee). Vendor No.: Enter the ten-digit vendor number (Note: This is a required field.) Office Address: Examiners must enter name of company being examined in this field. Work Phone No.: May leave blank. Unit/County: May leave blank. Location Code: May leave blank. Date: Enter the month and date(s) the trip occurred. From/To and Purpose: Enter the specific place of departure and destination on the first line. (Note: If leaving from home, indicate on the expense report that the employee is closer to the work site than the official domicile.) Enter the business purpose on the next line. If all travel is for the same business purpose, you may indicate this at the bottom of the column rather than repeating for each travel day. Documentation of business purpose of reimbursable business expenses is required by the IRS. If the documentation is not submitted, we are required as an employer to report the expense reimbursement as "wages, Tips and Other Compensation" on the employee's W-2 form. Ret (X): Enter "X" only if mileage claimed is for round trip; otherwise leave blank. Miles: Enter the number of miles traveled on a particular date. These should be rounded to the nearest whole mile. State vehicle mileage is not reimbursable. Breakfast: Enter the total cost of breakfast, including tax and tip, not to exceed CONUS. Lunch: Enter the total cost of lunch, including tax and tip, not to exceed CONUS. Dinner: Enter the total cost of dinner, including tax and tip, not to exceed CONUS. Note: Any meal reimbursement request for travel using the 12-hour rule must indicate the departure times from, and arrival to, the official domicile or residence, whichever is less. Lodging: Enter the cost of lodging plus taxes for the particular date. Attach proof of payment. (Note: If direct billed, enter DB.) Bus, RR, Air: Enter the total cost of transportation, if other than private car, for the trip. Attach proof of payment (Note: If direct billed, enter DB.) Misc.*: Enter the total cost of incidental expenses for the trip (tips, parking, phone, etc.). Attach necessary receipts. Total: Enter the sum of travel expenses incurred for each day, excluding mileage. Total of Above: Enter the total of each column. Totals from Other Pages: Enter the totals from any additional page(s). Total Miles ( ) at ( ) Cents per Mile: Enter the total miles for this expense report. Enter the rate reimbursed per mile. Multiply total miles traveled by the rate reimbursed per mile. Enter this figure in the "Total" Column. Total Reimbursable Expense: Enter the total amount to be reimbursed. Total In-State: Leave blank. Total Out-State: Leave blank. Date: Enter the dates that correspond to the items charged in the "Misc." column. Explanation of Miscellaneous: Enter an itemized explanation of the expenses listed in the "Misc." column (e.g. 5/1/89 maid tip $1.00, parking $2.00). Approval Signature: Supervisor responsible for approving expense account must sign and date. Unsigned expense accounts will be returned. Claimant Signature: Employee submitting expense account must sign and date. Unsigned expense accounts will be returned. Title: Enter the title of the individual responsible for approving the expense form. Title: Enter the official title of the individual who incurred the travel expense. Official Domicile: Enter the city assigned to the employee by MDI.