SECTION 340:2-11-119. Reimbursement for travel

(a)   Approval. Each division establishes appropriate lines of authority for approving employee or non-employee travel. Persons designated to approve travel must have a current Form F-S-222, Authorized Signature Card, on file in the Finance Division. Pre-approval is required for out-of-state travel except as described in (c)(4) of this Section.

(b)   Use of motor pool vehicles. The Oklahoma Department of Central Services maintains a motor pool of vehicles for use by state employees. An Oklahoma Department of Human Services (OKDHS) employee is required, when feasible, to seek the use of a motor pool vehicle as a cost saving measure for the state.

(1)   When work related travel is occasional but requires driving distances greater than local vicinity trips, the employee pursues the use of a daily-basis motor pool vehicle when such vehicles are available in the employee's geographic area. If a daily-basis motor pool vehicle is not available, the employee determines if a motor pool vehicle assigned to an OKDHS entity is available for loan. If no appropriate motor pool vehicle is available, the employee uses a privately owned vehicle.

(2)   When work related travel is routine and extensive, 1,500 miles per month or more, the employee or the employee's immediate supervisor seeks a determination regarding the assignment of a motor pool vehicle.

(c)   Reimbursement for automobile transportation. An employee or authorized non-employee is reimbursed for the use of a privately owned automobile at the authorized rate regardless of the number of persons transported.

(1)   Distances between areas for which reimbursement for use of privately owned motor vehicles is claimed must not exceed map mileage.

(A)   Vicinity travel claimed on official business is based on actual odometer readings.

(B)   Any non-business mileage is deducted prior to reimbursement. This includes, but is not limited to, mileage to obtain meals or to do personal shopping.

(2)   An employee or non-employee traveling on official business by a privately owned vehicle is reimbursed on the basis of the actual number of miles traveled from the official duty station to the first official call, subsequent official calls, and return to the official duty station from the last official call.

(3)   An employee or non-employee may claim reimbursement for transportation from home to the first official call, subsequent official calls, and from the last official call to home, on the basis of actual miles traveled but not to exceed the amount the mileage would be from the official duty station.

(A)   Staff who is on-call may claim for travel reimbursement from home to any official call and return home on weekends, holidays, or when occurrence is other than the employee's regularly scheduled work hours.

(B)   Employees or non-employees returning to a destination other than the original starting point must have supervisory approval, and must provide justification.

(4)   An employee or non-employee may be reimbursed for travel during daily office hours that requires crossing a state line when the distance traveled in the other state is 150 miles or less one way, and the trip is deemed in the best interest of the client and OKDHS. In such instances, an employee or non-employee is not required to obtain prior approval and is reimbursed at the current mileage rate.

(5)   An employee or non-employee staying with relatives or others while in overnight travel status may be reimbursed $10 per night in lieu of subsistence. In such an instance, mileage cost to and from the location of the first official call must not exceed the current allowable rate for lodging and other combined expenses, such as tolls and parking. Per diem rules are not impacted by an employee or non-employee staying with relatives or others.

(6)   An employee or non-employee using Oklahoma turnpikes is strongly encouraged to use a PIKEPASS as a cost saving measure for the state.

(d)   Reimbursement for public transportation.

(1)   Taxicab charges are reimbursed only upon justification regarding the necessity of use. Taxicab charges of $25 or more require a receipt.

(2)   Reimbursement for leased or rented automobiles used in-state may not exceed the current mileage rate.

(3)   With adequate justification, an employee or non-employee may be approved to lease or rent an automobile to use on official business during out-of-state travel. Pre-approval by the Director or designee is required. An employee or non-employee who is approved for leasing or renting an automobile must maintain a log of mileage incurred that itemizes official travel and any other travel. Reimbursement for leasing or renting an automobile outside Oklahoma is authorized at actual rental cost plus a prorated cost of fuel based on the actual miles driven for official business compared to the total miles driven. The employee or non-employee is responsible for payment of all non-official mileage costs.

(A)   Employees or non-employees must obtain the lowest cost rental automobile available and reasonable.

(B)   Each reimbursement claim for the official use of a leased or rented automobile must be supported by a receipt indicating the number of miles traveled.

(C)   Any supplemental or special insurance, such as collision or comprehensive, purchased by an employee or non-employee is purchased at the employee's or non-employee's own expense.

(4)   All public airline transportation is arranged and coordinated through the Support Services Division (SSD), Departmental Services Unit (DSU), travel coordinator. Out-of-state travel by other than a public airline:

(A)   must have prior approval and be necessary to meet a direct need of OKDHS or be advantageous to OKDHS; and

(B)   may be approved when there is a need due to personal reasons.

(i)   Travel time must not exceed travel time based on use of a public airline. For time that exceeds public airline travel time, an employee may use annual leave, if approved.

(ii)   Travel expenses, such as overnight lodging, incurred, above the basic travel expenses that would have been incurred had a public airline been used, are the responsibility of the employee or non-employee.

[Source: Added as 340:2-1-104 at 10 Ok Reg 983, eff 2-4-93 (emergency); Added at 10 Ok Reg 2779, eff 6-25-93; Amended at 11 Ok Reg 817, eff 12-14-93 (emergency); Amended at 11 Ok Reg 1625, eff 5-12-94 (preemptive); Amended at 15 Ok Reg 746, eff 1-1-98 (emergency); Amended at 15 Ok Reg 1241, eff 2-9-98 (preemptive); Amended at 19 Ok Reg 187, eff 10-30-01 (emergency); Amended at 19 Ok Reg 2199, eff 6-27-02; Amended at 23 Ok Reg 1808, eff 7-1-06]