Section R25-7-3 - Definitions(1) "Actual cost" means the total amount of money that was paid for an expense.(2)(a) "Agency" means any department, division, bureau, office, or other administrative subunit of state government under the executive branch.(b) "Agency" includes any board subject to this rule.(3) "Board" means a board, commission, council, committee, task force, or similar body established to perform a governmental function.(4) "Conference hotel" means the hotel designated by the conference host, as specified in the conference materials.(5) "Department" means an executive department of state government.(6)(a) "Designee" means the person who has written permission from the executive director to act on the executive director's behalf.(b) The executive director is responsible for selecting a designee who has the knowledge, skills, and experience to make decisions in the best interest of the agency.(7) "Executive director" means a department executive director, department commissioner, chief of staff, or equivalent of a chief executive officer.(8) "Fleet vehicle" means a vehicle owned or leased by an agency. This also includes vehicles rented for use as motor pool vehicles by an agency.(9)(a) "Ground transportation" means the use of taxi, rideshare, shuttle, or public transportation for state business. (b) "Ground transportation" does not include the use of taxi, rideshare, shuttle, or public transportation for a commute to and from a traveler's home and regular place of work.(10)(a) "Hotel" means an establishment that provides lodging for travelers.(b) "Hotel" does not include a vacation rental.(11)(a) "International travel" means travel outside the 48 contiguous states.(b) "International travel" includes travel to Alaska, Hawaii, and US Territories and Possessions.(12) "Out-of-state travel" means travel outside Utah but within the contiguous United States.(13) "Per diem" means the reimbursement rates established for travel by the following agencies: (a) the US General Services Administration for the contiguous United States as set forth in 41 CFR 301-11.6 (2004), which is incorporated by reference;(b) the Department of Defense for Alaska, Hawaii, and US Territories and Possessions as set forth in 41 CFR 301-11.6 (2004); and(c) the Department of State for foreign travel as set forth in 41 CFR 301-11.6 (2004).(14) "Rate" means an amount of money.(15) "Reimbursement" means money paid to compensate a traveler for money spent.(16) "Sufficient documentation" means the documents that show the merchant, amount paid, method of payment, date incurred, and description of the item purchased or service received. A combination of supporting documents may be needed to verify each element of the expense. Sufficient documentation includes the following official evidence of transaction:(c) cash register tape receipts;(d) canceled checks or other documents reflecting proof of payment or electronic funds transferred;(e) account statements; and(f) credit card statements.(17)(a) "Traveler" means any person who is traveling for state business for an agency.(b) This includes employees, board members, elected officials, vendors, volunteers, and grant recipients or award beneficiaries.Amended by Utah State Bulletin Number 2015-10, effective 4/21/2015Amended by Utah State Bulletin Number 2016-18, effective 8/22/2016Amended by Utah State Bulletin Number 2017-7, effective 3/10/2017Amended by Utah State Bulletin Number 2017-17, effective 8/7/2017Amended by Utah State Bulletin Number 2018-14, effective 6/21/2018Amended by Utah State Bulletin Number 2019-14, effective 7/1/2019Amended by Utah State Bulletin Number 2020-06, effective 3/10/2020Adopted by Utah State Bulletin Number 2020-18, effective 9/7/2020Amended by Utah State Bulletin Number 2022-21, effective 10/18/2022Amended by Utah State Bulletin Number 2023-04, effective 2/7/2023Amended by Utah State Bulletin Number 2023-17, effective 8/22/2023Adopted by Utah State Bulletin Number 2024-18, effective 9/3/2024