W. Va. Code R. § 142-AG-V

Current through Register Vol. XLI, No. 25, June 21, 2024

Section 142-AG-V - Filing Claims for Reimbursement after Returning from Out-of-state Trips

(a) An actual itemized expense account must be filed on a Form WVTMP 5.0, along with travel, hotel, telephone, parking and other necessary and reasonable expense receipts. Departure and arrival times are required to be stated. Only the original receipts or certified copies will be acceptable.

(b) Daily allowances for out-of-state travel shall be subject to:

(1) Meals: Reimbursement for the actual costs of meals incurred while absent from official stations is limited to a maximum of Forty Dollars ($40) per day. Reimbursement for alcoholic beverages is excluded.

(2) Transportation: Reimbursement will be made for the actual cost of bus, rail or air travel. The mileage allowance for use of privately owned vehicles engaged in State business will be twenty-eight cents ($.28) per mile, plus parking and garage fees, when applicable,

(3) Lodging: Employees traveling on State business will be reimbursed in the amount equal to their actual hotel bills for lodging. No reimbursement will be made for hotel charges for radio, movies, television, laundry or valet charges. A itemized receipt for the amount paid for the hotel room must be submitted with the expense account.

(4) Registration Fees: Registration fees at meetings or conferences must be supported by a receipt.

(5) Tips and Gratuities: Tips or gratuities shall not exceed fifteen percent (15%) of the cost of allowable hotel charges and meals, subject to any applicable daily limit.

(6) Baggage: Necessary charges for additional baggage transportation charges shall be reimbursed as shall actual costs incurred in the transfer and storage of luggage.

W. Va. Code R. § 142-AG-V