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System Management
Travel
Travel Regulations
Policy Number: C.E.S.P. 6-1
Date Revised: 10-09-2008
Supersedes: 7-22-2008 |
Summary: Establishes policies and procedures for travel
by all Extension employees.
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• Travel Administrators and Travel Supervisors - State law
restricts the authority for travel authorization to the administrative
head of the agency. Due to the size of our organization, the
Associate Vice President for Agriculture-Extension has been authorized to
designate the individuals in charge of each division to act as his agent
in performing the duties of the Travel Administrator. The
Associate Vice President for Agriculture-Extension has also designated
certain other employees to act as Travel Supervisors for the purpose of
examination and approval of travel expense statements.
• County Agents are authorized to travel in an assigned
county or area to carry out official duties.
• District Directors and faculty are authorized to
travel within the state to carry out official duties on the basis of an
approved itinerary. Itineraries are to be submitted by noon on Monday of
the week in which the travel is to be performed
Note: Changes should be noted prior to the trip in order to document
official work status in the case of an accident.
• Program Assistants are authorized to travel in
an assigned county or area to carry out official duties. They should
follow the same policy and procedures as county extension agents except
the allowed procedure for vicinity mileage and the location of
headquarters.
• Every employee that is required to travel routinely in
conducting their job responsibilities will be given an annual travel
allotment by their supervisor. The allotment covers allowable travel
expenses within the assigned county, area, or state and approved trips
outside the assigned territory. It is the employee's responsibility to
remain within the allotment.
• When an employee is assigned to another county, or area,
a new allotment amount will be issued.
• Travel authorization requests for
in-state, out-of-county travel is no longer required. Workers'
compensation insurance and the U.A. travel insurance will be paid if the
employee has proof that the accident occurred while on official business
Trips to border cities, (for example
Memphis, TN and Texarkana, TX) that are necessary to carry out
routine job responsibilities and would not require overnight lodging,
should be considered in-state travel. Expenses will be reimbursed at in-state
rates and reported on the regular monthly travel account.
Some examples of routine trips are listed below:
Routine trips to border cities to attend committee meetings. Travel to a border city to pick up material or to visit a government
office.
Travel to border counties and cities that require
overnight lodging should
require an Out-of-State Trip Application to be filed two weeks prior to
the departure of the trip. Expenses for these trips should be reported on
an Out-of-State expense form,
T.R.A.V.-212. A Request for Special Travel Authorization,
T.R.A.V.-213 (available on computer template), may be submitted with the
out-of-state trip application when the traveler is requesting
authorization to exceed the maximum daily allowance for lodging. The
request for special travel authorization must contain a proper and
complete justification. The justification must contain the minimum room
rate that can be obtained. A copy of the hotel or motel confirmation
should be attached if available. This form requires the signature of a
Travel Administrator and should be submitted two weeks prior to the trip
departure as a part of the out-of-state trip application.
One-day trips to border cities that are necessary to carry
out routine job responsibilities and do not require overnight lodging are
considered in-state travel. No out-of-state trip application will be
required for these one-day trips, and reimbursement may be included along
with all other in-state travel on the
expense form.
• Out-of-State Trip Application
(
T.R.A.V.-210): This form must be filed two weeks prior to the departure
of any approved out-of-state trip. The employee's
identification number and the BANNER fund and org number will be
required.
Reimbursement of travel expenses are provided for the
purpose of reimbursing an Extension employee for travel expenses
incurred while performing educational or instructional work and for
obtaining information which falls clearly within the assigned duties.
Since this is reimbursement for Extension personnel, one state employee
may not be reimbursed for the expense of another state employee.
• Mileage is reimbursed at the rate of 45 cents per mile. An
employee whose resident city is a location other than his/her "official
station" shall not be allowed mileage to travel between them.
• Official Station will be the city or town of the
employee's office or main work location, unless otherwise determined
administratively. County Program Assistants will use their residence as official
station, unless otherwise determined administratively.
Special circumstances may apply which would require a travel
administrator's approval. (Ref. State Regulations, Rule 3.)
• Vicinity Mileage may be claimed within the city limits
of cities visited on approved trips outside the headquarters county, city,
or state. It may not be used for travel to points outside the city limits.
Usually, it is more practical to use point-to-point travel reporting when
vicinity mileage exceeds 15 miles. The
Little Rock Vicinity Mileage Chart
has been updated and should be used when reporting vicinity mileage
point-to-point in the Little Rock area.
This is limited to 15 miles per day, per city.
• Within Assigned County, Area or State: All mileage
within the assigned territory must be reported on a point-to-point basis
using actual speedometer readings. Round fractional miles to the nearest
whole number.
• Outside Assigned County, Area or State: For travel
outside the assigned territory, employees must use the
Extension mileage chart
(printer
friendly version) where applicable. Otherwise, the
highway map mileage
(printer
friendly version)
or the
, using the most direct route over paved
roads must be reported. Deviations from the most direct route must be
explained on a separate sheet of paper attached to
Supervisors, state specialists and area agents may use
actual speedometer readings while traveling within the assigned area,
or
they may use the mileage chart when traveling
outside the assigned area.
• Subsistence: Subsistence expenses are reimbursed only
for travel outside the official station; county or city. Expenses for
meals are reimbursable only on trips which require an employee to be in
travel status overnight. Meals and lodging are to be
claimed at actual cost.
| 1. |
Travel Day: The travel day
begins at 6 a.m. and includes breakfast, lunch, dinner and one
night's lodging. The travel day ends the following morning at 6 a.m. |
| 2. |
Rates: The maximum daily
allowance is $142 for travel in Little Rock, $147 in Hot Springs and
$109
for travel throughout the remainder of Arkansas. Under no
circumstances will reimbursement for meals exceed either the daily
meal limitation or individual meal charges, whichever is applicable. |
| 3. |
Expenses not allowed -
reimbursement is not allowed for membership fees, personal telephone
calls, personal entertainment, flowers, valet service,
laundry, cleaning, other personal expenses, decorations,
extracurricular activities, or photocopies. |
Tax rates should be included on the expense account for meals and
lodging or they will be reimbursed at the maximum
rates shown in the chart below.
Breakfast Only:
Little Rock: $ 10.50
Hot Springs: $ 10.00
Remainder of Arkansas and Out of State if not specifically listed: $
8.00
Lunch Only:
Little Rock: $ 16.50
Hot Springs: $ 14.50
Remainder of Arkansas and Out of State if not specifically listed: $ 11.50
Dinner Only:
Little Rock: $ 27.00
Hot Springs: $ 24.50
Remainder of Arkansas and Out of State if not specifically listed: $ 19.50
Lodging Only:
Little Rock: $ 88.00
Hot Springs: $ 98.00
Remainder of Arkansas and Out of State if not specifically listed: $
70.00
Breakfast & Lunch Only:
Little Rock: $ 27.00
Hot Springs: $ 24.50
Remainder of Arkansas and Out of State if not specifically listed: $ 19.50
Lunch & Dinner Only:
Little Rock: $ 43.50
Hot Springs: $ 39.00
Remainder of Arkansas and Out of State if not specifically listed: $ 31.00
Breakfast, Lunch & Dinner:*
Little Rock: $ 54.00
Hot Springs: $ 49.00
Remainder of Arkansas and Out of State if not specifically listed: $ 39.00
Dinner & Lodging Only:
Little Rock: $ 115.00
Hot Springs: $ 122.50
Remainder of Arkansas and Out of State if not specifically listed: $
89.50
Lunch, Dinner & Lodging:
Little Rock: $ 131.50
Hot Springs: $ 137.00
Remainder of Arkansas and Out of State if not specifically listed: $
101.00
Daily Maximum:
Little Rock: $ 142.00
Hot Springs: $ 147.00
Remainder of Arkansas and Out of State if not specifically listed: $
109.00
* Daily limitation on meals. Taxes may be added to each
meal if the appropriate tax rate is indicated on the expense account
form turned in
to Financial Services.
. http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC
If link doesn't work, copy and paste the entire link into your browser.
Meals Chart Reference
Guide
Amounts shown are before taxes
Maximum Meal
Daily Limit |
Breakfast |
Lunch |
Dinner |
| $23.00 |
$4.50 |
$7.00 |
$11.50 |
| $30.00 |
$6.00 |
$9.00 |
$15.00 |
| $31.00 |
$6.00 |
$9.50 |
$15.50 |
| $32.00 |
$6.50 |
$9.50 |
$16.00 |
| $33.00 |
$6.50 |
$10.00 |
$16.50 |
| $34.00 |
$7.00 |
$10.00 |
$17.00 |
| $35.00 |
$7.00 |
$10.50 |
$17.50 |
| $36.00 |
$7.00 |
$11.00 |
$18.00 |
| $37.00 |
$7.50 |
$11.00 |
$18.50 |
| $38.00 |
$7.50 |
$11.50 |
$19.00 |
| $39.00 |
$8.00 |
$11.50 |
$19.50 |
| $40.00 |
$8.00 |
$12.00 |
$20.00 |
| $41.00 |
$8.00 |
$12.50 |
$20.50 |
| $42.00 |
$8.50 |
$12.50 |
$21.00 |
| $43.00 |
$8.50 |
$13.00 |
$21.50 |
| $44.00 |
$9.00 |
$13.00 |
$22.00 |
| $45.00 |
$9.00 |
$13.50 |
$22.50 |
| $46.00 |
$9.00 |
$14.00 |
$23.00 |
| $47.00 |
$9.50 |
$14.00 |
$23.50 |
| $48.00 |
$9.50 |
$14.50 |
$24.00 |
| $49.00 |
$10.00 |
$14.50 |
$24.50 |
| $50.00 |
$10.00 |
$15.00 |
$25.00 |
| $51.00 |
$10.00 |
$15.50 |
$25.50 |
| $52.00 |
$10.50 |
$15.50 |
$26.00 |
| $53.00 |
$10.50 |
$16.00 |
$26.50 |
| $54.00 |
$10.50 |
$16.50 |
$27.00 |
| $56.00 |
$11.00 |
$17.00 |
$28.00 |
| $57.00 |
$11.00 |
$17.50 |
$28.50 |
| $58.00 |
$11.50 |
$17.50 |
$29.00 |
| $59.00 |
$11.50 |
$18.00 |
$29.50 |
| $60.00 |
$12.00 |
$18.00 |
$30.00 |
| $61.00 |
$12.00 |
$18.50 |
$30.50 |
| $62.00 |
$12.50 |
$18.50 |
$31.00 |
| $63.00 |
$12.50 |
$19.00 |
$31.50 |
| $64.00 |
$12.50 |
$19.50 |
$32.00 |
| $65.00 |
$13.00 |
$19.50 |
$32.50 |
Meals En Route to and from Official Station/Residence
- Breakfast may be claimed if it is necessary to leave official
station/residence prior to 6:30 a.m. and travel status overnight is
required.
- Lunch may be claimed if it is necessary to leave official
station/residence prior to 11:30 a.m., and when returning to home
station after 12:30 p.m. and travel status overnight is required.
- Dinner may be claimed if it is necessary to leave official
station/residence prior to 5 p.m., and when returning after 6:30 p.m.
and travel status overnight is required.
• Foreign Travel will be limited to 50.00 per day for meals.
• Actual expense for foreign lodging may be claimed without "Special
Authorization." Lodging:
Reimbursement for lodging is limited to the single room rate. The single
room rate must be written on the motel receipt when more than one person
has occupied a room. Extension employees occupying the same room should
divide the cost. Original receipts are required for reimbursement for
hotel, registration, and
parking fees. The employee should travel at
least 50 miles from their official station to be eligible for lodging
reimbursement.
Hotel receipts must have the following information:
If a hotel bill is being split, both parties must
have receipts in their name.
Hotel bills must have the date, the name of the
person claiming reimbursement, show the method of payment and have
itemized room charges and tax charges.
Include the tax rate for out-of-state trips to
ensure the proper reimbursement.
Free Meals or Lodging: Reimbursement is not made for
meals or lodging provided by individuals or organizations at no expense
to an employee. If free meals or lodging is provided, enter "no charge"
on the expense account.
Mileage in Lieu of Meals and Lodging: When a trip
involves more than one day and an employee wishes to return home at
night, reimbursement for mileage for the extra round trip(s) will not
exceed the cost of dinner, lodging, and breakfast that would otherwise
have been claimed.
Lodging in Private Home: Reimbursement is not made for
lodging in a private home.
Support of Subsistence Claim: When subsistence is
claimed, the travel must be reported.
If mileage is not claimed, enter "no charge"
in the "Miles" column. Stops en route for meals need not be shown, but
stops for lodging must be shown.
Leave Without Pay: Employees will not be reimbursed
who perform travel while on leave without pay or leave for study.
Activities at the 4 - H Center: When an Extension
activity of more than one day in length (such as in-service training) is
held at the 4 - H Center, employees are expected to stay at the Center
rather than another motel/hotel facility. An employee who does not will
be reimbursed no more than one-half the double room rate at the Center
for lodging. An employee who commutes each day will be reimbursed no
more than one-half the double room rate plus the cost of breakfast and
dinner for mileage for each additional round trip.
When arrangements are made for direct payment for meals
provided at the Center, no reimbursement will be made to the agent.
Registration Fees: Registration fees for meetings
attended while in the performance of official duties will be reimbursed.
An original receipt is required. If charges for meals and/or lodging are
included in the registration fee but not shown separately identified,
these items should not be itemized, "No Charge" should be shown in the
appropriate block(s) of the
. If they are identified, they should be entered in the
appropriate spaces.
Registration receipts must have the following
information:
The original receipt must be in the name of the
individual requesting reimbursement.
Registration receipts must show the event.
• Dues: Membership fees are not a reimbursable
expense. Dues included in a registration fee must be deducted from the
total paid before claiming reimbursement.
• Telephone Expenses: Charges for telephone calls made
to conduct official business may be claimed under "Other Expenses" and
an explanation is required.
• Parking Fees: Parking fees may be claimed under
"Parking." Receipts are required if provided.
• Accumulated Reimbursement Amounts:
Travel checks will not be issued for less than $20. The cost of issuing a
check is approximately $7.50 in staff costs and bank charges. Travel
accounts may be submitted that cover travel for more than one month, as
long as the account does not crossover the end of the State or Federal
fiscal years, which are June 30 and September 30. (If at the fiscal
year end, the total is not yet $ 20, the account needs to be submitted for
payment.) We encourage you to submit your accounts on a monthly
basis. This reflects a more accurate budget.
• Official Time, Mileage, and Subsistence: Travel may be
authorized when it is considered beneficial to the Extension program or
when an agent has certain responsibilities in connection with the event.
Examples of such trips are listed below:
• A.E.H.C. Leadership Training Meetings
• A.D.A Meetings, State and Area
• Administrative Conferences and Committee Meetings
• Agricultural Products Promotion Meetings, State and Area
• Arkansas Extension Homemakers Council
• Arkansas Association of Soil and Water Conservation District
Meeting • Arkansas Community Development Society
Conferences
• Arkansas Dairy Festival
• Arkansas Dairy Products Association Meeting
• Arkansas Livestock Conferences
• Arkansas Meat-Type Hog Conference and All-Breed Sale
• Arkansas State Fair and Livestock Show
• Arkansas Turkey Federation Meeting
• Arts and Crafts Educational Events
• Associated Milk Producers, Inc. - Arkansas Division Meetings, State
and Area
• Breed Association Meetings, State and Area
• Civil Defense Meetings
• Commodity Group Meetings, State and Area
• Conferences for Leaders of Cooperatives
• Conferences Regarding Change in Position or Territory
• Cooperative Livestock Marketing Association Meeting
• District and State Extension Conferences
• District Leadership Training Conferences
• District Livestock Shows
• Farm Organization Leaders' Meetings, State and Area
• 4 - H Club Activities, District and State
• 4 - H Club Day, Mid-South Fair
• Health Conferences
• In-Service Training Conferences
• Junior Mid-South Livestock Show
• Leadership Training Conference, State
• New Agent's Training Conferences
• Riceland Foods Annual Meeting
• Rural Development Conferences, State and Area
• Rural Life Conference
• Southern Farmers' Association Meeting
• State Poultry Festival
• Study and Visiting Days at Experiment Station
• Official Time Only: Official time may be authorized when
reimbursement of expenses is not allowable. Such trips include:
Trips made for the benefit of others (for example,
a trip made to aid a individual or group in the purchase of animals or
products)
Trips made to accompany a group on an educational
tour.
Trips made to attend meetings of professional
organizations such as:
- Arkansas County Agricultural Agents' Association (Annual Meeting
and one Board Meeting per year)
- National Extension Association of Family and Consumer Sciences -
Arkansas Chapter (Annual Meeting and one Board Meeting per year)
- Arkansas Association of Extension 4 - H Agents (Annual Meeting and
one Board Meeting per year)
- Epsilon Sigma Phi (Annual Meeting and one Board Meeting per year)
- Association of Extension Specialists (Annual Meeting and one Board
Meeting per year)
- Arkansas Association of Family and Consumer Sciences (annual
meeting only)
• Indirect Funds MAY BE USED for the following professional
development expenses such as registration, mileage, and subsistence for
the meeting below.
a. Annual Statewide Galaxy Conference
b. All other professional development conferences, requiring supervisor
justification and approval.
• Annual Leave: Other professional meetings and tours of
a sightseeing nature should be made on annual leave.
A travel allotment is provided for the purpose of
reimbursing an Extension employee for travel expenses incurred in
performing educational or instructional work and for obtaining
information which falls clearly within the assigned duties. Therefore,
the stated purpose of a trip must clearly reflect the educational
benefits provided by or gained for the Extension program.
If the answer is "yes" to any of the following
questions, the expenses incurred will be reimbursed.
• Was the trip made for the purpose of giving educational or
instructional information relative to the approved Extension program?
• Was the trip made for the purpose of assisting with
some problem falling within the agent's scope of duties?
• Was the trip made for the purpose of obtaining
information essential in carrying out the approved Extension program
in the county or area?
• Was the trip made for the purpose of giving or
establishing a demonstration or an approved Extension method or
practice?
• Was the trip made for the principal purpose of
explaining some phase of Extension work to a local meeting of a
non-Extension organization?
• Was the trip made for the purpose of carrying out
administrative duties in connection with the Extension program?
If the answer to any of the following questions is
"yes," the expenses will not be reimbursed.
• Was the travel for the principal purpose of providing
transportation for a non-Extension employee, arranging for
transportation to a meeting, or transporting materials other than
Extension material or property?
• Was the travel performed primarily in the interest
of some organization or group that should more properly pay the
expenses of the trip?
• Was the travel performed in the interest of a fair
other than for matters pertaining to promoting, encouraging, or
assisting in the planning, arranging, or supervision of educational
exhibits? (Travel expenses incurred in connection with fairs will
not be reimbursed when the purpose indicated that an agent is
serving as a general officer of the fair, promoting the fair in
general, or handling the business of the fair that should more
properly be the duty of a fair official.) See
.
• Was the travel for the purpose of planning,
preparing, or attending a farewell reception, dinner or similar
recognition activity?
All expense account forms are available on computer
template and should be used in submitting travel expense information
to Financial Services. The form should be
selected based upon the type of travel information being reported.
• In-State Travel
: All in-state travel expenses should be reported
on this revised form.
• Out-of-State Travel
(T.R.A.V.-212) This form is to be used for reporting all
out-of-state travel expenditures. A fund code and fund title for
each source of funds against which your travel is to be paid is
required in the "Travel Account Summary" section. A departmental org
code is also required in the top portion of the form. This
information is essential for
Financial Services to properly account for
the travel expenses.
Expense accounts should cover one calendar month and
should be submitted to the appropriate supervisor within (3) working
days after the end of the month. They are to be prepared only after
the travel shown on the form has been performed and the subsistence
charges incurred. Report only travel to be reimbursed on the account
form being submitted.
• Departure and Return Times: These are required on
expense accounts where meals are claimed in order to determine
eligibility for this reimbursement. They are not required on expense
accounts for day trips within the state.
• Official Station: This block on the expense
account must be completed. Official station refers to the city or
town where an individual is officially assigned or stationed as an
employee of Cooperative Extension. In general, reimbursements cannot
be made for meals and lodging within the city or town designated as
the employee's official station. Reimbursement for employee meals
and lodging while participating in an official function at an
official station may be made only with the prior approval of
the Travel Administrator.
• Purpose of the Trip: A brief statement must be
given to explain the purpose of each trip. The purpose must clearly
reflect the educational nature of the trip or its relationship to
the Extension program. (Merely "terracing," "contacting club
members," visiting farm family," etc., do not clearly show what
educational or instructional services were performed or Extension
program information obtained and, therefore, do not support the
claim for reimbursement.)
The following are examples of improper and proper
statements:
Improper
|
Proper
|
| Youth Group
Meeting |
Youth Group
Meeting - Food Preparation |
| Youth Group - E.F.N.E.P. |
E.F.N.E.P. Youth
Group - Meal Planning |
| Assist with E.H.C. Meeting |
E.H.C. Meeting -
Clothing Selection |
| Picked up
speaker for meeting |
Discussed mtg.
program - Parenting Skills |
| Delivered film
for processing |
Discussed
program visibility with media |
| County fair
board meeting |
Discussed
educational exhibits for county fair |
The most common use of improper purposes involves
the failure to indicate the educational nature of a meeting or the
subject matter involved. In reporting attendance at 4 - H or
Extension Homemaker meetings, the subject of the meeting must be
shown in the purpose. (4 - H meeting - explained swine
demonstration.)
When a demonstration is conducted, the nature of the
demonstration should be indicated. (Demonstration - peach pruning.)
In reporting farm and home visits, the purpose of the visit must be
indicated. (Farm visit - advise on fertilizers.)
The words training, conference, or seminar should be
used
only when the activity is a formal event separate from the
performance of routine duties and clearly fits this purpose. For
example, if you travel to another location to plan an area program,
use "meeting to discuss area soybean program", rather than
"conducted a planning conference."
A purpose will be required for each
point of the trip and ditto marks may not be used to
indicate the repetition of the purpose of the trip.
• E.F.N.E.P. Travel: Travel on the E.F.N.E.P. program may be charged against one fund (21215 -
E.F.N.E.P. Undistributed), rather than being broken out
among the other four E.F.N.E.P. funds.
Submit the original of each expense account. Travel expense accounts and
copies should be assembled and submitted as follows:
•
Period Covered: Expense accounts should cover one calendar month (with the
exception of when an expense account is for small amounts. See
.) and should be submitted to the
appropriate supervisor within three working days after the end of the
month. Expense accounts should be prepared only after the travel shown on
the form has been performed and the subsistence charges incurred. All
travel accounts must be received in
Financial Services no later than the 5th
working day of the month to be processed on a first priority basis. Any
travel account received after the 5th working day of the month
may not be processed on a priority basis. Delays in payment will
result for these late accounts. Accounts should not be held beyond
the state fiscal year (June 30) and the federal fiscal year (September 30)
deadlines.
• Assembling the Report - All pages of the original travel
account, all original receipts, the original Special Travel Authorization,
T.R.A.V.-213
(where applicable), and out-of-state trip applications
should be stapled together. The original travel account is the
travel account with original signature of the traveler. If the
travel supervisor has a different office location, faxed signatures of the
supervisors are acceptable.
• Signature Approval - The following
individuals are authorized to sign as travel
supervisors on employee expense accounts. All
expense
accounts
must be signed by a travel supervisor prior to being
processed in
Financial Services.
This authorizes payment to the employee.
|
Individual Submitting Request:
County Extension Agents, Program Assistants and
other County Employees
Signature Required:
Staff Chairs
|
|
Individual Submitting Request:
Staff Chairs and Associate District Directors
Signature Required:
District Directors
|
|
Individual Submitting Request:
Faculty, Project/Program Support Specialists
Signature Required:
Department Heads
and District Directors
|
|
Individual Submitting Request:
Department Heads
Signature Required:
Associate Directors
|
|
Individual Submitting Request:
Associate Directors and
Assistant Directors
Signature Required:
Associate Vice President for Agriculture -
Extension
|
All Requests for Special Travel Authorizations must be signed by
the designated travel supervisor and the appropriate Travel Administrator. All requests
for foreign travel authorization must be approved
by the designated supervisor and the
Associate Vice President for Agriculture-Extension, prior to
traveling.
• Signatures and Certification
a. Certification of the Traveler: When
signing this form, the traveler certifies that the
expenses claimed are true and correct and were
incurred in the performance of official duties, and
that meals and other expenses included in a
registration fee or provided by others are not claimed
for reimbursement.
b. Certification of Travel
Supervisors: A signature is required from the
individuals designated in the above
chart on each travel expense account submitted for
reimbursement. These individuals are
certifying that they have reviewed the expense account
in accordance with travel regulations.
When signing this form the supervisor certifies
that they have examined and approved all travel
expense statements and are cognizant of the costs for
employees to attend seminars, meetings and training
with all meals, lodging, transportation and
registration fees being within the scope of the
employees job responsibilities.
• Liability Insurance: State
regulations require all employees who travel on
official business to carry at least the minimum public
liability and property damage automobile insurance
coverage in order to qualify for reimbursement of
travel expenses. Form
E.H.I.R.E.-206, Certificate of Liability
Insurance, certifying that automobile liability
insurance is in force and will be maintained for the
duration of employment with the Cooperative Extension
Service must be on file in the Human Resources Office.
If coverage is terminated, whatever the reason, the
Human Resources office is to be notified in writing.
• Number of Cars Authorized for
Out-of-County Trips: For regularly scheduled
conferences and activities such as Field Days, 4 - H
visiting days, Experiment Station visiting days, and
group meetings, mileage will be authorized for only
one car per county for every four(4) agents attending.
• Employee Must Make Trip: Mileage is
reimbursed only for an employee's travel in the
employee's
car. It is not reimbursable when a trip is taken by an
individual using the employee's car.
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