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AP VII, Sec. I General information

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. 1
AP VII, Sec. I General information
Section 1.01 Administration
(1) The Administrative Office of the Courts (hereinafter “AOC”) Manager of Accounting is responsible for the administration and enforcement of these Administrative Procedures (hereinafter “Travel Regulations”).
(2) The Manager of Accounting or his or her designee may disallow, reduce or strike from reimbursement requests any claims contrary to these Travel Regulations. Written justification for any claim may also be required.
(3) Exceptions from these Travel Regulations may be approved by the AOC Director or designee upon a finding that the exception is in the best interests of the Kentucky Court of Justice (hereinafter “Court of Justice”) and is in accord with the manifest intent and spirit of these Travel Regulations. Any exceptions shall be documented in writing and maintained with the record of the reimbursement.
(4) All final interpretations of these Travel Regulations shall be made by the AOC Director. These determinations shall be final and conclusive.
(5) Any tax implication or obligation, whether local, state, or federal, resulting from or related to reimbursement under these Travel Regulations shall be the sole responsibility of the traveler.
Section 1.02 Applicability
(1) These Travel Regulations are applicable to all travel for official business undertaken on or after November 1, 2019, by elected and appointed officials, employees, and all persons receiving travel reimbursement from the Court of Justice.
(2) Each person subject to these Travel Regulations is to exercise restraint and prudence when incurring travel-related expenses to limit costs.
(3) Expenses deemed unnecessary or excessive by the AOC Manager of Accounting will not be reimbursed unless approved as an exception by the AOC Director or designee.
Section 1.03 Definitions. As used throughout these Travel Regulations, the following definitions apply:
(1) “Fleet vehicle” means any vehicle owned by the Court of Justice or the Commonwealth of Kentucky that is available to any person for use during travel for official business.
(2) “In-state travel” means travel within the Commonwealth of Kentucky and travel to a bordering state that does not require airfare or an overnight stay.
(3) “Official business” means the authorized duties and responsibilities of an individual's position or office.
(4) “Official work station” means the street address where the elected/appointed official's or employee's primary office is located.
(5) “Out-of-state travel” means authorized travel to a destination outside of the Commonwealth of Kentucky that does not constitute “in-state travel” as defined in subsection (2) above.
(6) “Request for reimbursement” means the completion and submission of the AOC Travel Voucher Form (AOC T-1).
(7) “Travel status” means the time actually spent traveling on official business and the usual waiting time that precedes or interrupts such travel.
(8) “Traveler” means any employee, elected and appointed official, or other person who is required and authorized to travel for official business of the Court of Justice.
Section 1.04 Eligibility for Reimbursement
(1) Supervisors responsible for approving travel expenses shall ensure all expenses are reasonable and economical.
(2) Only necessary expenses for official business travel will be reimbursed.
(3) Except as otherwise provided by state law or by these Travel Regulations, no request for reimbursement shall be made or allowed for the expenses of any person other than employees, elected and appointed officials, or other persons on official business of the Court of Justice.
(4) No request for reimbursement shall be made or allowed for travel, meals, lodging, transportation, services, or items provided to the traveler free of charge.
(5) No request for reimbursement shall be made or allowed for travel, meals, lodging, transportation, or other expenses incurred by a traveler on official business to attend a meeting, conference, or educational program unless the traveler attends the program(s) scheduled during the time period in which the expenses were incurred.
(6) If an employee on official business travel is granted annual or compensatory leave at any time prior to, during, or after the official business, no travel expenses will be reimbursed for the period of the annual or compensatory leave.
(7) If a traveler becomes incapacitated due to illness or injury while traveling and qualifies for sick leave, travel expenses may be allowed during the period of travel not to exceed seven days.
(8) If a traveler receives a reimbursement that he or she was not eligible to receive pursuant to these Travel Regulations:
(a) The traveler shall return any ineligible amount received to the Manager of Accounting within 120 days of receipt, by check made payable to the Kentucky State Treasurer.
(b) If a traveler fails to return any ineligible amount received to the Manager of Accounting within 120 days as required, the AOC may deduct that amount from subsequent reimbursements for official 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. 1, KY ST ADMIN P AP VII, Sec. 1
Current with amendments received through January 15, 2020.
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