D.C. Mun. Regs. tit. 6, r. 6-B4019

Current through Register Vol. 71, No. 44, November 1, 2024

Rule 6-B4019 - REIMBURSEMENT OF EXPENSES

4019.1

An employee shall be reimbursed for approved and eligible travel expenses.

(a) Employees shall seek reimbursement for such expenses using a travel expense reimbursement form issued by the personnel authority.

(b) Completed forms, along with appropriate documentation, shall be submitted to the travel officer within ten (10) business days after returning from travel.

(c) The District shall provide an employee any authorized reimbursements within thirty (30) calendar days after receiving a properly completed reimbursement claim form.

4019.2

Reimbursement claim forms shall include:

(a) The approved travel approval form, including written waivers, variances, or other special authorizations;

(b) An itemized list of each expense (including the date, purpose, and amount of the expense) for which the employee requests reimbursement; except, that meal and incidental expenses authorized on a per diem reimbursement basis shall not be itemized;

(c) A receipt for each expense requested to be reimbursed, except for expenses for which receipts are not normally provided; and

(d) For expenses related to the use of a personal vehicle, documentation as to the date, origin, destination, addresses, and starting and ending odometer readings for each trip, which shall be provided on a form issued by the personnel authority.

(e) Any additional information the employee's agency may specifically require; and

(f) A certification that the information provided on the form is true and correct to the best of the employee's knowledge and belief, subject to criminal penalties, including fraud under the District of Columbia Theft and White Collar Crimes Act of 1982, effective June 11, 2013 (D.C. Law 4-164; D.C. Official Code § 22-2405) , and to disciplinary action under the District's personnel regulations.

4019.3

Receipts must include sufficient information to evidence each expense and to verify those expenses.

(a) For air, train, rental car, and similar transportation expenses, receipts must show:

(1) The employee's name;

(2) The name and phone number of the transportation company;

(3) For any flights, train travel, or similar carrier services, the route number, the class of service, the passenger record number, the date and time of the transportation and the starting and ending points of the transportation;

(4) For rental cars, the date, time, and location of the pickup and drop off of the car, the type of car rented, and the rental confirmation number; and

(5) The total cost of the transportation, listing separately the pre-tax amount and the amount of any tax.

(b) For lodging, receipts must show:

(1) The employee's name;

(2) The name, address, and phone number of the lodging;

(3) The check-in and check-out dates for the lodging;

(4) The room type and daily rate for the lodging;

(5) A description of any additional benefits included in the daily lodging charge (such as meals, parking, or internet access), if any;

(6) The tax rate and amount, if reimbursement of taxes is requested;

(7) An itemized list of additional charges, such as charges for telephone or internet service, if the reimbursement of these charges is requested; and

(8) The total cost of the lodging expenses.

(c) For meals, receipts must show:

(1) The employee's name;

(2) The name and address of the restaurant;

(3) The date and time of the meal;

(4) An itemized list of each cost of the meal (that is, listing each beverage and meal item, and their costs, separately);

(5) The number of persons whose meals appear on the receipt, if more than one person is on the same receipt, with the specific costs for which reimbursement are sought clearly identified; provided, an employee shall obtain a separate receipt for his or her meal where feasible; and

(6) The total amount of the bill, listing separately the pre-tax amount, the amount of tax, and the amount of tip.

4019.4

Whenever a receipt is required by this section, and the required information is not provided on the receipt, the employee shall provide the missing information.

4019.5

The completed travel expense reimbursement form shall be signed by the employee, with a certification that the information provided in the form is true and correct to the best of the employee's knowledge and belief.

4019.6

If an employee presents false information on a reimbursement claim form, the employee shall be subject to prosecution for criminal violations, including fraud under D.C. Official Code § 22-3221, and to disciplinary action under the District's personnel regulations.

4019.7

The employee shall submit the completed travel expense reimbursement form to the travel officer.

4019.8

The travel officer shall review each submitted travel expense reimbursement form for completeness and accuracy and shall return to the employee any incomplete or inaccurate form.

4019.9

An employee shall be responsible for excess costs resulting from circuitous routes and delays caused by the employee and for expenses that are unauthorized or unnecessary or unjustified in the performance of official business.

4019.10

The travel officer must ensure:

(a) The claim is properly prepared in accordance with the applicable regulations and agency procedures;

(b) The types of expenses claimed are authorized and allowable expenses;

(c) The amounts claimed are accurate; and

(d) The required receipts, statements, justifications, and authorizations (or electronic images of such documents) are included.

4019.11

Following his or her review, the travel officer shall determine whether reimbursable travel expenses meet the requirements necessary for reimbursement under this chapter.

4019.12

Each travel expense reimbursement form signed by the travel officer shall be submitted to the agency head, or the agency head's designee. The agency head, or the agency head's designee, must review and sign the form to authorize the reimbursement of the travel expenses.

D.C. Mun. Regs. tit. 6, r. 6-B4019

Final Rulemaking published at 67 DCR 7860 (10/1/2020)