W. Va. Code R. § 6

Current through Register Vol. XLI, No. 36, September 6, 2024

Section 6 - Transportation

6.1 Air Transportation

6.1.1 Commercial Airlines

6.1.1.a Allowable reimbursement for commercial airline travel shall include the actual cost for the least expensive logical fare via the most direct route, or a reasonable alternative route if it results in a lower fare.

6.1.1.b Travelers must make air travel bookings through the states E-Travel System to secure the least expensive airfare possible. Reimbursement for tickets where reservations were not made through the State's E-Travel System requires authorization from the TMO.

6.1.1.c Electronic tickets (E-tickets) are the industry standard and are issued automatically unless a paper ticket is specifically requested by the traveler. Costs for obtaining paper tickets are not reimbursable. E-tickets are sufficient for traveling and reimbursement.

6.1.1.d Airfare should be paid by a Purchasing Card or Ghost account.

6.1.1.e Inappropriate Actions

6.1.1.e.I Travelers may not deliberately cause increased costs or delays to obtain personal gratuities, such as denied boarding compensation, frequent flier points or mileage or other benefits. Conversion of airline tickets for personal benefit, such as downgrading tickets, returning unused tickets for cash, credit or personal airline tickets or other similar action is prohibited.

6.1.I.e.II Travelers may not specify a particular airline to accumulate mileage or promotional plans such as frequent flyer programs if it results in a higher fare. Travelers may retain frequent flyer points properly accumulated.

6.1.I.e.Ill If an increase in airfare is caused by the Traveler without legitimate excuse, the increased costs of the airfare are a personal expense of the Traveler and will not be reimbursed. If an increase in airfare is incurred through no fault of the Traveler and the Spending Unit Officer has approved the increase, the increased cost is reimbursable.

6.1.1.f The travel agency should be notified immediately if airline tickets are unused or refundable for proper credit or refund.

6.1.2 Non-Commercial Aircraft Service

6.1.2 For any state-owned or private aircraft services to be used, Travelers are to contact the Aviation Division of the Department of Administration.

6.2 Ground Transportation

6.2.1 Generally

6.2.1.a A Traveler may use a privately-owned, state-owned, or a commercial rental vehicle for ground transportation.

6.2.1.b A Traveler must possess a valid operator's license to drive a vehicle while traveling on behalf of the State.

6.2.1.c the traveler is responsible for following all applicable laws and requirements while driving and for any fines and/or penalties resulting from citations, charges or warrants attributable to the operator. such fines and/or penalties are not reimbursable expenses.

6.2.1.d When a Traveler requests to drive his or her personal vehicle rather than fly for business, reimbursement shall be based on actual in-transit expenses (mileage and other costs incurred while in-transit, such as lodging, meals, parking, etc.), not to exceed the least expensive logical commercial airline cost plus local transportation to and from the airport and parking (where required).

6.2.1.e Travel between the place of residence and the official workstation is not reimbursable. A manager may deem that the point of travel may start from the employee's place of residence rather from the workstation when the miles from the place of residence to the destination would be less than the miles from the workstation to the destination.

6.2.2 Privately-Owned Vehicles

6.2.2.a Privately-owned vehicles may be used for state travel with agency approval when agency owned or leased vehicles are unavailable. A privately-owned vehicle should not be used when reimbursement costs are expected to exceed $50.00 per day or mileage reimbursement is expected to cost more than the cost of commercial travel (air, rental car, etc.).

6.2.2.b Mileage allowance for privately owned vehicles engaged in Office business will be based on the GSA rate in effect at the time of the travel. The rate covers all operating costs such as fuel, maintenance, insurance, etc., and no additional reimbursement will be made for such expenses.

6.2.2.c The mileage allowance will be based on the shortest practical route to and from the destination.

6.2.2.c.I Travel for which mileage is claimed shall normally begin and end at the Traveler's official work location.

6.2.2.c.II Travel commencing before or after the work day for which mileage is claimed shall begin from either the traveler's official work location or the Traveler's home, whichever is closer to the destination.

6.2.2.d Receipts are not required for mileage reimbursement when using privately-owned vehicles.

6.2.2.e Insurance

6.2.2.e.I Owner's personal insurance will be primary for liability insurance coverage. Owner should contact their automobile insurer to discuss coverage available/required when using their own vehicle on State business.

6.2.2.e.II The State's insurer, BRIM (Board of Risk & Insurance Management) will provide excess liability coverage for additional protection to the State Traveler using their personal vehicle in the course of Office business. Being excess, BRlM's coverage will only be available after the vehicle owner's coverage is exhausted.

6.2.2.e.III BRIM does not provide coverage that will pay for damage to a personal automobile regardless of the cause. Further, BRIM will not pay the owner's physical damage deductible.

6.2.3 State-Owned Vehicles

6.2.3.a A Traveler desiring to use a state-owned vehicle should contact the Spending Unit Fleet Coordinator or the FMO. Please see the Legislative Rule for State-Owned Vehicles, 148 CSR3.

6.2.3.b Expenses, such as gasoline, parking and tolls, not chargeable to the vehicle's gas card are reimbursable. An employee must provide a valid itemized receipt for expenses exceeding $75.

6.2.4 Commercial Rental Vehicles

6.2.4.a A commercial rental vehicle should only be used when a temporary need arises, a state vehicle is unavailable and the cost will be less than the reimbursement associated with a privately-owned vehicle. Only the State Traveler renting the commercial rental vehicle is permitted to operate the vehicle. If state employees are traveling together it must be noted on the rental agreement if they will operate the vehicle.

6.2.4.b The Purchasing Card or Ghost Account are the only acceptable methods of payment when renting a vehicle. Reimbursement for rentals made outside of the statewide car rental contract requires authorization from the TMO.

6.2.4.c Travelers must use the State contract for car rental services, unless the State contracts for car rental services do not have:

a) a location in the specific area,

b)the type of vehicle needed, or

c)the vehicle for the duration needed.

All contracted rates are accessible through the E-Travel System. If the State contract for car rental services is not used, then the Traveler must note the reason on the Travel Expense Report.

6.2.4.d For travel of more than a few days in duration, weekly rental rates may be reimbursed if they result in a lower total cost than the daily rate.

6.2.4.e Reimbursement for commercial rental vehicles will be made at actual cost for the daily rental charge for a mid-size or smaller vehicle, plus mileage fees and fuel costs.

6.2.4.f Reimbursement may be made for a full-size vehicle if more than three (3) people are traveling together on business and for larger vehicles if a group of five (5) or more is traveling together.

6.2.4.g Larger vehicles may be rented when situations warrant (i.e. negotiating rough terrain, transporting large groups of people or equipment or other extenuating circumstances) as approved by the Spending Unit Officer.

6.2.4.h Collision Damage Insurance (CDW)

6.2.4.h.I The state contract(s) for car rental services may provide CDW insurance for some vehicles that are excluded by the Purchasing Card.

6.2.4.h.II The Purchasing Card provides CDW coverage at no cost for rentals up to 31 days.

6.2.4.h.III No other insurance or insurance-like product is reimbursable for rental vehicles used in the United States, unless required by law. Full coverage insurance is a reimbursable expense for any approved rental vehicle used outside the United States.

6.2.4.i The Purchasing Card does not cover the rental of trucks, campers, off-road vehicles, trailers, motorized bikes, motorcycles and motorized scooters, antique cars, high value, special interest and exotic cars, or vans that seat more than eight (8) occupants.

6.2.4.j A receipt or documentation is required for reimbursement of vehicle rental and mileage charges or fees.

6.2.4.k Reimbursement may be made for actual fuel costs, supported by valid, itemized receipts.

6.2.4.l Vehicles should be returned to the rental agency with a full tank of fuel. Unless rental location provides gas at a lower rate, documentation required.

6.3 Rail Service

6.3.1 Travelers shall make advance bookings for rail service through the Statewide Contract for Travel Services, using the least expensive logical fare via the most direct route or other reasonable route that results in a lower fare.

6.3.2 The cost of rail service should be paid by a Purchasing Card or Ghost account.

6.4 Other Ground Transportation

6.4.1 When courtesy transportation is provided by a hotel, motel, or other service facility, the traveler is encouraged to use such service.

6.4.2 Travelers may be reimbursed for taxi, bus, and other forms of public transportation. Receipts are not required if under the limit authorized by the TMO, currently $75.

W. Va. Code R. § 6