SECTION 340:2-11-117. General rules

(a)   Travel expenses incurred by a person during the course of seeking employment with the Oklahoma Department of Human Services (OKDHS), unless such travel is performed at the request of OKDHS, is not considered expenses incurred in performing substantial and necessary business to the state and is not reimbursed.

(b)   Reimbursement is made for meals and lodging when an employee or non-employee is in overnight travel status. An employee whose duties are normally mobile and statewide or multi-county in nature is not deemed to have an official station. For purposes of reimbursement when away from headquarters, such employee's hotel or other commercial facility is considered both the abode and point of official business.

(c)   An employee or non-employee, authorized to travel, is responsible for planning in such a way that expenses for transportation and subsistence are kept to a minimum. This includes, but is not limited to, sharing rooms and car pooling. An employee or non-employee whose job assignment entails field travel is responsible for making maximum use of all travel time. This means that travel is planned and work organized to produce the greatest possible benefit to the State for the travel time involved.

(d)   Each employee or non-employee who incurs travel expenses is held liable under possible penalty of law for any falsified expense or misstatement of claim for reimbursement.

(e)   When an employee or non-employee is authorized to attend a meeting or training and the meeting or training include facilities that have been designated for the purpose of lodging participants, actual lodging expenses are claimed.

(f)   An employee or non-employee may be reimbursed for actual and necessary travel and lodging expenses under circumstances described in 1 through 3 of this subsection.

(1)   With the approval of the OKDHS Director, an employee or non-employee required to attend hearings or meetings of any congressional committee or subcommittee or of any federal agency, board, or commission on behalf of OKDHS is reimbursed for actual and necessary travel and lodging expenses.

(2)   An employee of the Legal Division while representing OKDHS, an official, or an employee, at any proceeding, including depositions, is reimbursed the actual and necessary expenses of travel, lodging, and subsistence. The Legal Division general counsel and the Director must approve expenses claimed.

(3)   An employee of OKDHS is reimbursed for actual and necessary expenses of travel, lodging, and subsistence incurred in the performance of duties for the purpose of escorting and transporting children or adults in the care or custody of OKDHS as described for out-of-state:

(A)   visitation, care, treatment, and placement of a child receiving Child Welfare services;

(B)   treatment for or placement of a client receiving Adult Protective Services;

(C)   treatment for or placement of a resident of a state resource center; or

(D)   treatment for or placement of an individual with a developmental disability who is living in the community in community residential services.

(g)   All work related travel, per diem, or subsistence reimbursement claims are filed according to requirements in 1 through 9 of this subsection. Reimbursement is not made until all items required for processing a claim are satisfied.

(1)   In-state and out-of-state travel claims must be filed separately by a non-employee.

(2)   A travel claim filed by a non-employee must not exceed 31 days in travel status.

(3)   A travel claim must not include travel status dates from more than one fiscal year.

(4)   Travel claims must be filed within 90 days of the first date in travel status on the claim. Exceptions may be made by the appropriate chief officer.

(5)   Claims for reimbursement of registration fees must be supported by corresponding paid receipts. Claims requesting reimbursement of prepaid registration fees for conferences, meetings, or workshops that were not attended are subject to the approval of the appropriate chief officer. Sufficient explanation and justification for failure to attend must accompany the claim.

(6)   The nature of official business must be described in sufficient detail to enable persons reviewing the claim to understand the purpose of travel.

(7)   An employee or non-employee may opt to assign a portion of the travel reimbursement claim to another entity.

(8)   Attendance at conferences, seminars, or training must be pre-authorized to qualify for reimbursement.

(9)   Only travel related expenses may be claimed as a part of a travel reimbursement claim. If an employee or non-employee incurs expenses while in travel status on behalf of OKDHS that are not travel related such expenses must be claimed through the rules for purchasing such items.

[Source: Added as 340:2-1-102 at 10 Ok Reg 983, eff 2-4-93 (emergency); Added at 10 Ok Reg 2779, eff 6-25-93; Amended at 15 Ok Reg 746, eff 1-1-98 (emergency); Amended at 15 Ok Reg 1595, eff 5-11-98; Amended at 23 Ok Reg 1808, eff 7-1-06]