SECTION 340:2-11-119.1. Reimbursement for lodging

  Reimbursement for overnight lodging while in official travel status is based on actual charges not to exceed the current authorized rate. This includes reimbursement of the actual cost of lodging not limited to the maximum standard daily rates being authorized when lodging occurs at a prearranged designated hotel, motel, or other facility. An employee or non-employee cannot self-designate a hotel or other lodging facility and obtain the actual lodging expenses.

(1)   Claims for overnight travel reimbursement where the distance traveled is less than 61 map miles but more than 30 map miles one way from the claimant's duty station must be approved by the appropriate chief officer. Claims for overnight travel when distance is under 31 map miles, one way from duty station must have prior approval from the Director.

(2)   For convenience, an employee or non-employee may claim for overnight travel reimbursement using the home location to calculate distance, if the distance from the home is less than the distance from the duty station.

(3)   Reimbursement for meals and lodging on out-of-state trips cannot begin more than 24 hours before the meeting, workshop, or conference begins and cannot continue more than 24 hours after the meeting, workshop, or conference unless a pre-travel or post-travel time is beneficial to OKDHS and has prior approval by the authorizing authority.

(4)   Reimbursement for lodging at one of Oklahoma's state lodges may be billed directly to OKDHS or an employee or non-employee may pay for the lodging and claim for reimbursement of the cost.

[Source: Added at 23 Ok Reg 1808, eff 7-1-06]