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AP VII, Sec. IV Out-of-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. 4
AP VII, Sec. IV Out-of-state travel
Section 4.01 General Information
(1) Out-of-state travel must be authorized in advance by the Chief Justice on the Out-of-State Travel Authorization Form (AOC T-3), regardless of the source of funds financing the travel.
(a) To obtain advance authorization, a traveler must submit Form AOC T-3 to Budget@kycourts.net. The Budget Department will facilitate the review process and will notify the traveler of authorization or denial of the request.
(b) A traveler's failure to receive proper authorization will result in denial of reimbursement for incurred expenses.
(2) Travelers should present approved Out-of-State Travel Authorization Forms to the Division of Accounting at least 30 days before the date of travel to allow sufficient time for the Division of Accounting to make travel arrangements.
(3) Travelers who present an approved Out-of-State Travel Authorization Form to the Division of Accounting less than 30 days before the date of travel shall be required to make his or her own travel accommodations and seek reimbursement pursuant to these Travel Regulations after the travel occurs.
(4) Travelers making their own travel accommodations shall use the travel agency required by the Division of Accounting for airline reservations.
(5) If actual costs of out-of-state travel exceed the amount approved by the Chief Justice on the Out-of-State Travel Authorization Form by 10% or more, the traveler shall submit an amended Out-of-State Travel Authorization Form to the Chief Justice including the revised costs for approval. The traveler is responsible for any costs not approved on the Out-of-State Travel Authorization Form.
(6) Travelers are responsible for cancelling all arrangements made on their behalf for out-of-state travel. Charges incurred for failure to cancel must 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.
(7) Travelers who are combining personal travel with official business travel may only do so when the Court of Justice does not incur any cost associated with the personal portion of travel. Travel arrangements will only be made by the Division of Accounting to accommodate the official business of the traveler.
Section 4.02 Transportation
(1) Airline
(a) All airline travel shall be commercial basic economy class.
(b) The AOC will reimburse or pay for the airfare and/or penalty incurred for a change or cancellation of travel plans when the change or cancellation is required by the Court of Justice, or is the result of other unavoidable circumstances, as approved by the AOC Director or designee.
(c) Every effort shall be made by the traveler to confirm out-of-state travel dates and book flight reservations no later than 14 days prior to travel.
(d) Reimbursement for the cost of checking the first piece of a traveler's luggage shall be allowed. No request for reimbursement shall be made or allowed for additional pieces of checked luggage unless an appropriate business purpose explanation is provided by the traveler and approved by the Director or designee.
(e) Baggage charges incurred for excess weight will not be reimbursed for any piece of luggage unless an appropriate business purpose explanation is provided and approved by the Director or designee.
(2) Ground Transportation
(a) Fleet vehicles may be used for out-of-state travel if the cost is less than or equal to the cost of commercial basic economy class airfare.
(b) Privately-owned vehicles may be used for out-of-state travel if the total mileage reimbursement is less than or equal to the cost of commercial basic economy class airfare.
(c) Reimbursement for use of a privately-owned vehicle for out-of-state travel will be in accordance with the in-state mileage rate identified in Section 3.01(2).
(d) The preferred means of ground transportation for out-of-state travelers shall be public transportation. Other means of ground transportation may be used when public transportation is unavailable or impractical.
(e) Taxi, van, or car service fares incurred during out-of-state official business travel are reimbursable. Tips associated with ground transportation are reimbursable up to 15%. Receipts (including any associated tips) must be attached to the request for reimbursement.
(f) Travelers may use rental cars only when other means of transportation are not available, more costly, or impractical. The use of a rental car must be pre-approved by the Chief Justice via the Out-of-State Travel Authorization Form.
(g) Travelers on official business shall use the most economical transportation available and the most economical routes. Expenses added by use of other transportation or routes shall be paid by the traveler and no request for reimbursement shall be made or allowed for such.
Section 4.03 Lodging
Lodging expenses incurred during out-of-state official business travel are reimbursable within the limits provided in these Travel Regulations. A receipt must be provided to substantiate claimed travel expenses for lodging costs when lodging expenses are not directly paid by the AOC.
Section 4.04 Meals
(1) A traveler is eligible for reimbursement for meals at the federal per diem rate for the applicable location, as established by the U.S. General Services Administration. See www.gsa.gov. Receipts are not required for meals reimbursed under the allowable per diem rate.
(2) Meal reimbursement for the first and last calendar day of travel is calculated at 75% of the federal per diem rate for the applicable location.
(3) No request for reimbursement shall be made or allowed for meals:
(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 lodging, e.g., complimentary hotel breakfast; or
(d) Not otherwise incurred by the traveler.
(4) Meal costs that are not reimbursable under subsection (3) above must be deducted from the traveler's total meal per diem in accordance with the rates established by the U.S. General Services Administration for the applicable location.
Section 4.05 Scholarships
(1) Travelers shall include any scholarship received to offset the cost of out-of-state travel on the Out-of-State Travel Authorization Form.
(2) It is the responsibility of the traveler to complete and submit all required scholarship paperwork.
(3) In the event the scholarship recipient is paid directly by the scholarship provider, the traveler shall reimburse the Manager of Accounting, by check made payable to the Kentucky State Treasurer, within 120 days of receipt of the scholarship proceeds for any portion of covered expenses paid by the AOC.
(4) If a scholarship for any approved out-of-state travel is denied or revoked, the traveler must submit an amended Out-of-State Travel Authorization Form and receive the approval of the Chief Justice for the AOC to incur costs related to the travel.

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. 4, KY ST ADMIN P AP VII, Sec. 4
Current with amendments received through January 15, 2020.
End of Document© 2020 Thomson Reuters. No claim to original U.S. Government Works.