Policy 7-2-1: Travel

Section 1: In-State Travel

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1. Allowable Travel Expenses
   1. Per Diem - Meals
      1. Persons traveling in-state shall receive travel reimbursement at a per diem rate as specified at www.gsa.gov.
         1. The State Board of Examiners requires each agency to establish regulations controlling the hours and conditions during which an employee will be allowed to claim meals. Time limitations for meal reimbursements when in travel status (both in-state and out-of-state travel) for NSHE employee, students, volunteers, and candidates are as follows:

            Meal Time Frames

            Breakfast:                                            12:01 a.m. – 10:00 a.m.

            Lunch:                                                 10:01 a.m. – 3:00 p.m.

            Dinner:                                                3:01 p.m. – 12:00 a.m.

            Breakfast per diem will not be reimbursed for travelers who depart their home city after 9:00 a.m.  Dinner per diem will not be reimbursed for travelers who return to their home city before 5:00 p.m.

         2.  

            WNC calculates per diem based on the departure/arrival times and does not follow the “First Day/Last Day of Travel: per diem rate found on www.gsa.gov.
         3. When an employee travels 50 miles or less (one way), for a period of less than 24 hours, the employee is not entitled to receive reimbursement for meals for the day. The employee is entitled to reimbursement for mileage at the rates stated in the State Administrative Manual.
         4. When employees receive free meals or provided by conference/hotel, no reimbursement is allowed.
         5. Meals exceeding the state reimbursement rates will not be allowed as part of the registration fee when listed as an optional item on the registration form.
         6. Employees may voluntarily claim less than the established rates.
   2. Per Diem – Lodging
      1. Overnight lodging within 50 miles or less (one way) from the employee’s principal station must be justified in writing, approved by the individual authorized to approve such travel and included with the expense report. These expenses will not be allowed unless:
         1. Inclement weather conditions make travel difficult
         2. Late official meetings are required
         3. Individuals involved are conference hosts responsible for the meeting arrangements.
      2. Upon approval of the Vice President, Executive Director, or Chief Financial Officer, divisions may make exceptions to the rate of reimbursement for lodging when the following applies:
         1. Lodging is procured at a prearranged place such as a hotel when a meeting, conference or training session is held, or
         2. Costs escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging. If the condition(s) above exist, divisions may apply the following rules to the rate of reimbursement for in-state travel.
         3. 150% of the standard CONUS federal per diem rate for nonsurveyed in-state travel sites.
   3. Method of Travel
      1. Transportation must be by the most economical means, considering total cost, time spent in transit, and the availability of state-owned vehicles, personal vehicles and special use vehicles.
   4. Ground Transporation
      1. Reimbursement requests for taxi, subway, bus, shuttle or limousine expenses and toll charges must include original receipts and must outline what portion relates to gratuity/tip. Gratuities/tips up to 20% of the fare will be reimbursed.
      2. Parking or storage fees will be allowed when considered necessary for either college or private vehicles. (original receipt required)
      3. Employees may receive up to the rate permitted by the United States General Services Administration (GSA) for incidental expenses (fees for luggage carts, metered parking, etc.) no receipt required.
   5. Use of Rental Vehicle
      1. The motor pool must be used before rental vehicles for in-state travel.  Refer to the State Motor Pool guidance at http://motorpool.state.nv.us/WebPages/Reservations.htm
      2. A rental vehicle may be used in Carson City, Reno and Las Vegas only when the state motor pool division gives written notice that no motor pool vehicle is available or when it is cost effective to rent a car versus the cost of the motor pool vehicle.
      3. The State’s Purchasing division negotiated rental agreements with various vehicle rental companies that provide first dollar liability insurance, without having to pay an additional amount at the time of rental.
         1. These agreements provide a full physical damage waiver.
         2. The use of these contracted companies is mandatory, and if we fail to utilize them then the agency, in this case the NSHE or the individual institution, is being placed at risk for the full value of the rented vehicle.
         3. Contact the Controller’s Office for rental car reservations.
   6. Private Vehicle Use
      1. For institutions convenience
         1. Legitimate travel is travel that takes place from an employee’s workstation to another location for business purposes.
         2. Commuting is not a reimbursable travel expense.
         3. For trips related to an employee’s travel to a work location other than a primary assignment, the employee is only paid for the mileage in excess of the standard commute-to-work mileage for that employee, which should be supported with map mileage information (Mapquest or Google maps detail).
         4. An employee using their personal vehicle for the state’s convenience will be reimbursed at the state approved rate.
         5. A traveler flying out of Reno for a trip exceeding one day, is requested to use a private vehicle. Since this request is for the colleges convenience, the traveler will be reimbursed at the higher state approved rate.
         6. All travelers leaving from their college workstation and returning the same day must use a college vehicle, if one is available.
         7. If a college vehicle is NOT available, the traveler may use a personal vehicle, and receives reimbursement at the higher state approved rate.
         8. A “Statement of Vehicle Availability” from the person keeping the vehicle log must be attached to the travel reimbursement request prior to the date used.
         9. Travelers living in Reno may periodically be requested to pick up information at a NSHE facility before coming to WNC. These people will be reimbursed at the higher state approved rate from Reno to Carson City.
      2. For employee's convenience
         1. An employee using a personal vehicle for their convenience will be reimbursed at the lower state rate per mile.
         2. If a college vehicle is available and the traveler chooses to use a personal vehicle, reimbursement is at the lower state rate per mile.
   7. Submission of Expense Report
      1. Persons traveling on a routine basis on college business must submit travel claims at least once per month. State funded travel claims submitted after July 15 for travel in the preceding year are charged to unrestricted funds.
   8. Airlines and Travel Arrangements
      1. Airline tickets should be purchased at discounted rates whenever possible.
      2. Transportation from air terminals shall be by the most economical means.
      3. Travelers will not be reimbursed when using personal airline miles.
   9. Purchase of Plane Tickets
      1. Purchasing plane tickets from internet/ travel agencies is discouraged because of the service charges assessed by internet/travel agencies.
      2. The Controller’s office will purchase tickets for employees upon receipt of a request from the appropriate account signer. The following information is needed:
         1. Departure airport
         2. Destination airport
         3. Preferred fight number or approximate time of departure
         4. Account to be charged
         5. Legal name on federal identification
         6. Birthdate as follows: mm/dd/yyyy
      3. Requests for tickets should be sent via e-mail to the travel desk in the Controller’s  office. An e-ticket will be purchased and a confirmation will be sent to the traveler.
      4. Travelers may also purchase tickets with a personal credit card and request a reimbursement.
      5. If circumstances require purchases from a travel agency, the service charge will be allowed.

Section 2: Out-of-State Travel

1. 1. Allowable Out-of-State Travel Expenses
      1. Out-of-State Approval
         1. An employee’s out-of-state spend authorization must be approved in the system by their immediate supervisor prior to the out-of-state trip
      2. Out-of-State Allowable Travel Expenses
         1. Persons traveling out-of-state shall receive travel reimbursement at a per diem based on www.gsa.gov rates for destination.
         2. Per diem and lodging, refer to Per Diem – Meals section and Per Diem – Lodging section.   
         3. Meals served in flight may not be claimed for reimbursement.
      3. Exceptions to Lodging Rates
         1. Except for the following, lodging exceeding the out-of-state lodging rates will not be allowed:
            1. When lodging is included in the registration fee, lodging rates above www.gsa.gov will be allowed, with supervisor approval. Lodging must  not exceed 175% of rates per www.gsa.gov or 300% of the standard CONUS federal rates for non-surveyed out-of-state travel rates prior to travel.
            2. When requesting reimbursement for higher room rates, the employee must get pre-approval by their supervisor and must attach a copy of the approval to their reimbursement request.
      4. Use of Rental Vehicles
         1. For out-of-state travel, rental vehicles should only be used when necessary and rented from a company with whom the state has a contract.
         2. Justification for renting a vehicle must be included in the spend authorization.

         3. Out-of-state vehicle rental must be approved by the supervisor  prior to the travel.

         4. BCN Purchasing has contracted with certain companies for out-of-state vehicle rental.
            1. The companies agree to limit liability to the state in the event of an accident, and they must be used when a vehicle is rented outside Nevada.
            2. Contact the Controller’s office for out-of-state rental vehicles.

      5. Submission of Expenses Reports

         1. Persons traveling on a routing basis on college business must submit travel claims at least once per month.  State funded travel claims submitted after July 15 for travel in the preceding year are charged to unrestricted funds.

         2. Employees have fifteen working days after returning to complete an expense report. The expense report  should include (if not previously provided):
            1. Approval for hotel rates in excess of the standard rates.
            2. If appropriate, a complete brochure and/or correspondence related to the meeting to include program, location, hotel rates, hosted meals, etc.
            3. Any other allowable detailed receipts.

Section 3: Foreign Travel

1. All foreign travel must be approved by the President and BCN Risk Management prior to the foreign travel.
2. Per diem for foreign travel will be reimbursed at Federal per diem rates.
3. Refer to the U.S. Department of State website for current rates at http://aopstate.gov/content.asp? content_id=184&menu_id=78 for lodging, meal and incidentals according to location.

Section 4: Combining State Business and Personal Travel

1. Employees who incorporate private and state travel must demonstrate that the state costs are not increased by the personal travel.
2. The employee must clearly delineate the private and the state charges when submitting a travel claim or the claim will be returned for additional documentation.

Section 5: Financial Responsiblity for Canceled Trips

1. Employees may be held financially responsible if a trip is canceled based on their request.
2. Employees will not be held responsible for trips canceled from circumstances beyond their control.

 

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