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AP VII, Sec. III In-state travel

Baldwin's Kentucky Revised Statutes AnnotatedAdministrative Procedures of the Court of Justice

Baldwin's Kentucky Revised Statutes Annotated
Administrative Procedures of the Court of Justice
Part VII. Reimbursement for Official Travel
Administrative Procedures, AP VII, Sec. 3
AP VII, Sec. III In-state travel
Section 3.01 Transportation
(1) Fleet vehicles should be used for official business travel when available and feasible.
(a) No request for reimbursement for mileage shall be made or allowed for the use of a fleet vehicle.
(b) All fuel purchases for fleet vehicles must be made with the state-issued fuel card associated with each fleet vehicle. The state-issued fuel card must not be used to purchase fuel for personal vehicles.
(2) Mileage for the use of a privately-owned vehicle for Court of Justice official business travel shall be reimbursable in accordance with the privately-owned vehicle reimbursement rate established by the Kentucky Finance and Administration Cabinet.
(a) Reimbursement is based on mileage incurred for all official business when using a privately-owned vehicle, which includes and applies to work days, after-hours travel, and travel on weekends and holidays. No reimbursement for mileage shall be made or allowed for any mileage that is not associated with official business.
(b) The computation of mileage for travel shall be made from the point of origin to point of destination as generated by AOC-approved software.
(c) No request for reimbursement shall be made or allowed for the mileage incurred while commuting between a traveler's home and official work station.
(d) When the private residence of the traveler is either the point of origin or the point of destination, reimbursement shall be based on the lesser of: (i) the distance between the official work station and origin/destination; or (ii) the distance between the traveler's private residence and origin/destination.
(e) When the official work station of the traveler is the point of origin, and after proceeding to a point of destination on official business of the Court of Justice, the traveler's final destination is the traveler's private residence, reimbursement from the point of destination to the private residence shall be based on the lesser of: (i) the distance between the official work station and the point of destination; or (ii) the distance between the traveler's private residence and the point of destination.
(f) Requests for reimbursement by retired judges assigned to a case shall be allowed for the mileage from the retired judge's home to and from his or her temporarily assigned location.
(3) No request for reimbursement for any additional insurance coverage, vehicle repairs, or vehicle maintenance for personal vehicles shall be made or allowed to any person for the use of any vehicle for official business travel.
Section 3.02 Individual Lodging
(1) Lodging expenses for official business travel may be paid directly by the AOC in the discretion of the AOC Division of Accounting. Lodging expenses incurred during official business travel shall be reimbursable within the limits provided in these Travel Regulations if not directly paid by the AOC. A receipt must be provided to substantiate claimed lodging expenses not directly paid by the AOC. All lodging receipts or invoices shall be in the traveler's name.
(2) Lodging expenses shall be reimbursable when a traveler is required to travel 75 miles or more away from the traveler's official work station or home for official business travel. Requests for reimbursement for lodging within 75 miles of a traveler's official work station or home shall be allowed only if the lodging is a necessary expense of official business travel, as determined by the AOC Director. Any such determination shall be documented in writing and maintained with the record of reimbursement.
(3) Additional lodging expenses incurred as a result of lodging accommodations shared by other persons who are not on official business, e.g., a spouse, shall be paid by the traveler or reimbursed to the AOC by the traveler.
(a) Reimbursement, if required, shall be made to the Manager of Accounting, by check made payable to the Kentucky State Treasurer, within 120 days of the date the expense was incurred by the AOC.
(b) If a traveler fails to make the required reimbursement to the manager of Accounting within 120 days as required, the AOC may deduct the amount due from subsequent reimbursements for official travel.
(4) Facilities providing special government or commercial rates shall be used where feasible and travelers shall request such rates.
(5) Travelers are responsible for cancelling lodging accommodations. Expenses incurred for failure to cancel shall be paid by the traveler or reimbursed to the AOC by the traveler.
(a) Reimbursement, if required, shall be made to the Manager of Accounting, by check made payable to the Kentucky State Treasurer, within 120 days of the date the expense was incurred by the AOC.
(b) If a traveler fails to make the required reimbursement to the manager of Accounting within 120 days as required, the AOC may deduct the amount due from subsequent reimbursements for official travel.
(6) No request for reimbursement shall be made or allowed by a traveler on official business for personal expenses or expenses paid directly to an establishment by the AOC.
(7) Lodging at state park facilities used by the Court of Justice shall be paid by inter-account transaction within the limits of these Travel Regulations. A State Park Travel Authorization document may be obtained by contacting the AOC Division of Accounting prior to travel to a state park.
Section 3.03 Meals
(1) In-state travelers on official business shall be eligible for reimbursement of meals only if the official business travel requires an overnight stay.
(2) The maximum allowable meal per diem for a 24-hour day for in-state travel is $36, inclusive of taxes and gratuity. To be eligible for meal reimbursement, a traveler shall be in travel status for the entire duration of the following time periods:
(a) Breakfast: authorized travel is 6:30 a.m. through 9:00 a.m.--$8.00.
(b) Lunch: authorized travel is 11:00 a.m. through 2:00 p.m.--$10.00.
(c) Dinner: authorized travel is 5:00 p.m. through 9:00 p.m.--$18.00.
Example: To be eligible for breakfast reimbursement, an employee must leave at or before 6:30 a.m. and return at or after 9:00 a.m. This requirement shall apply to all meals.
(3) The cost of meals incurred during in-state travel for official business shall be reimbursed at a rate not to exceed the maximum allowable meal per diem. Receipts are not required for meals reimbursed under the allowable meal per diem.
(4) No request for reimbursement shall be made or allowed for meals when the cost is:
(a) Paid directly by the AOC to an establishment;
(b) Included in the registration fee for a conference, convention, seminar, training session, or other event associated with official business travel;
(c) Included in the cost of lodgings, e.g., complimentary hotel breakfast; or
(d) Not otherwise incurred by the traveler.
(5) Meal costs that are not reimbursable under subsection (4) above or incurred when travel includes only a portion of a day, i.e., the first and last day of travel, shall be deducted from the maximum daily meal per diem of the traveler.
Section 3.04 Contract Lodging and Meals
(1) The AOC may independently contract or negotiate with hotels, motels and other establishments for individual accommodations, group accommodations and meals. These costs shall be negotiated in the best interest of the Court of Justice.
(2) The AOC shall make negotiated payments directly to the establishment and such invoice(s) shall:
(a) Contain the name(s) of the affected travelers and an itemized listing of charges; and
(b) Not include personal charges for any traveler.
(3) All contracts for lodging and meals shall be reviewed by the Office of General Counsel prior to execution and shall be retained by the AOC in accordance with the Records Retention Schedule for the Administrative Office of the Courts.
(4) Agreements between the Court of Justice and state park facilities shall be paid by an inter-account transaction within the limits of these Travel Regulations.

Credits

HISTORY: Amended by Order 2019-12, eff. 11-1-19: adopted by Order 2018-12, eff. 9-1-18
Administrative Procedures, AP VII, Sec. 3, KY ST ADMIN P AP VII, Sec. 3
Current with amendments received through January 15, 2020.
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