DATE:July 21, 1992

REVISED: December 17, 2003

REVISED: October 2007

REVISED: June 10, 2009

REVISED: August 10, 2009

CDTA TRAVEL & EXPENSE

REIMBURSEMENT POLICY

I.GENERAL POLICY:

It shall be the policy of the Authority that members and staff shall be reimbursed for necessary, actual and reasonable travel expenses in a manner compatible with State/Federal policy. (Federal rates are set each year, effective October 1st.)

II. BOOKING TRAVEL:

All travel requests shall be approved by Department Head and submitted to Procurement Department for processing on the Travel Request Form (Public Drive/Travel) All appropriate conference registration forms and travel requirements should be included with the completed Travel Request Form.

III. REIMBURSEMENT FOR TRAVEL EXPENSE:

A)Choice of Travel Mode:

1.Travelers are required to use the lowest cost method of travel via common carrier (plane, train, car) that is consistent with the efficient use of time and schedule requirements.

2.If available a CDTA Pool Car should be utilized for local business travel. When a pool car is not available or feasible use of personal auto for official business travel may be reimbursed at the rate as currently established by Internal Revenue Service.

  1. Travelers are required to use the most economical transportation means reasonably available for travel between transportation terminals, lodging and business destinations. If it is necessary to use a rental auto, pre-approval must be obtain from one’s department head and a full explanation of the reason must be attached to the expense report.

B)Lodging Expense:

  1. The business or government rate/negotiated group rate shall be requested.
  1. Upon receipt of the Travel Request Form the Procurement Department will book hotel reservations using the CDTA Procurement Card. That card shall be maintained on file at the hotel for payment of final bill.

a)Only room and tax expenses are to be charged to the Procurement Credit Card. All personal expenses such as in-room movies and room service are the responsibility of the traveler. A personal credit card should be provided to the hotel to cover such expenses.

2.For conferences, seminars and meetings, which are conducted at a particular hotel, the prevailing single room rate at the hotel shall be reimbursed in full.

C)Meal and Incidental Expense (M & IE):

  1. A daily per diem allowance, not to exceed the allowance set forth by state/federal regulations, which identifies a maximum per diem rate depending upon the destination of the traveler, is allowed for each full day of travel outside the transportation district. (See chart/table on website @ Receipts are not required for the daily per diem allowance. However, when a meal is provided by others or as part of a conference or program, the per diem allowance shall be reduced using the applicable schedule as follows:

***Per Diem Locality RateBreakfastLunchDinner

$64 M & IE Allowance$13$15$36

$59 M & IE Allowance$12$14$33

$54 M & IE Allowance$11$13$30

$49 M & IE Allowance$10$12$27

$44 M & IE Allowance$9$11$24

$39 M & IE Allowance$8$10$21

***Per Diem locality rates vary depending on the city you are traveling to. Ex. Albany’s rate is $49; whereas Las Vegas’ rate is $64.

These amounts shall also be used to reduce the per diem meal allowance for partial days of travel, after meeting the governmental requirement of who is eligible for meal and Incidental expenses. (i.e. M & IE expenses are allowable only if your trip is overnight or long enough that you need to stop for significant sleep or rest to properly perform your duties.) Use the standard rate of $39 if neither the city nor county is listed.

Note: Incidental expenses such as tips to bellmen, porters, hotel maids, waiters/waitresses, etc., continue to be included in this “meal and incidental expense” allowance.

2.Actual and reasonable expenses for meals for others when on travel outside the district shall be allowed only when it is necessary to conduct official business at mealtime. The expense report must provide anexplanation of the need for the meeting and the business discussed.

3.Actual and reasonable meal expenses within the transportation district shall be reimbursed only when:

a)It is necessary to work through the meal time because of transportation emergencies such as snow storms, etc.

b)It is necessary to attend meetings, which are scheduled to conduct business at the meal.

c)It is necessary to represent CDTA at official functions.

d)It is necessary to extend hospitality to visitors who are conducting business with CDTA.

The expense report must include an explanation of the need for the expense for all meals within the transportation district.

III. OTHER EXPENSES:

A)Taxi Fares: Reasonable and necessary taxi fares will be reimbursed and customary tipping will be allowed.

B)Telephone charges. Reimbursement for telephone charges shall be provided for:

Business purposes including liaison with office.

“Safe arrival” call to home.

Departure call to home.

C) Parking fees while on business.

D) Business related tolls.

IV. RECEIPTS: Receipts are required for:

Common Carrier tickets

Auto rental charges

Tolls

Gasoline for official vehicles

Parking charges in excess of $1.00

Taxi fares

Lodging

All meals for other guests

All meals within the district.

These receipts must be attached to the Travel Expense Report when submitted by the individual requesting reimbursement. (Public Drive/Travel Folder)

All receipts for items outlined above are required to maintain accurate records, regardless of whether expense was prepaid by CDTA or will be reimbursed to traveler. If a receipt is not available traveler will be required to complete Lost Receipt Form (Located: Public Drive/Travel Folder) and turn in with expense request.

V. REIMBURSEMENT METHODS:

A)Payments of $50.00 or Under:

Payments for travel related expenses of $50.00 or under maybe made to individuals from Petty Cash funds held at various locations of CDTA and in accordance with established petty cash procedures. These procedures include the proper completion and approval of a petty cash slip (See Procurement Dept. for form), along with a completed travel expense report and required receipts and approved by the department head or division superintendent as backup. Types of travel related expenses paid under this method are listed below:

Mileage for business use of personal vehicles at current rates.

Gasoline for official vehicles.

Tolls, parking and taxi fares.

Meals for others.

Meals within the district.

B)Payments above $50.00: Requires a CDTA travelexpense form.

The Travel Expense Form (Public Drive/Travel Folder) shall be completed and attached to all appropriate receipts and presented to Department Head for approval. After approval, forward the request for reimbursement to the Director of Procurement or his/her designee in the Procurement Department. Upon review of travel expense form the Director of Procurement shall forward to Senior Financial Analyst. Incorrectly completed forms will be sent back to the approving department signatory for correction.

All expense forms shall be approved for payment by the Director of Finance, DED of Administration & Finance or Senior/Deputy Comptroller/Senior Financial Analyst.

All travel expense reports should be turned in for payment within one week (5 business days) along with documentation (receipts and/or Lost Receipt Forms).

C) Travel Advances: Allowed for estimated per diem amounts only.

The traveler is allowed to request an advance check with the approval of his/her supervisor. Completed petty cash slip/travel expense vouchers submitted for reimbursement shouldreflect this advance in the form of a deduction.

  1. Travel advances shall not exceed $75 per day for the allotted meal per diem. If staff is traveling to a location with a per diem higher than $75 per day the remaining due to traveler will be paid in the expense reimbursement following the trip.

VI. REVIEW PROCEDURES:

Travel Expense Reports shall be reviewed by the Director of Procurement, Senior/Deputy Comptroller, Senior Financial Analyst or DED of Administration and Finance for conformance to this policy. Recipients should allow one week (5 business days) after receipt in the Finance department for processing.