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<DIV><PRE><FONT face=Arial><FONT size=2>Travel Coordinators:</FONT><FONT size=2> </FONT></FONT></PRE></DIV>
<DIV><FONT size=2><FONT face=Arial>Changes were made to the Statewide Travel
Policy in the <?xml:namespace prefix = st1 ns =
"urn:schemas-microsoft-com:office:smarttags" /><st1:place w:st="on"><st1:State
w:st="on">Oregon<SPAN class=814184018-23102009>
</SPAN></st1:State></st1:place>Accounting Manual (OAM Policy 40.10.00.PO)<SPAN
class=814184018-23102009> and will become effective November 1, 2009</SPAN>. The
revised policy is<SPAN class=814184018-23102009> </SPAN></FONT><FONT
face=Arial>the result of collaboration among agencies who participated in last
year’s Travel Policy discussions. Hopefully, we made confusing aspects of the
travel policy more clear, removed unnecessary text, and added helpful new
language. We appreciate the input and assistance provided by all of the agencies
who participated.<SPAN
style="mso-spacerun: yes"> </SPAN></FONT></FONT></DIV>
<DIV><FONT face=Arial><SPAN style="mso-spacerun: yes"></SPAN></FONT><SPAN
style="mso-spacerun: yes"><FONT face=Arial size=2> </FONT></SPAN></DIV>
<DIV><FONT size=2><FONT face=Arial>Below is a summary of the changes made to the
Statewide<SPAN class=814184018-23102009> </SPAN></FONT><FONT face=Arial>Travel
Policy (OAM 40.10.00.PO) in order of the policy:</FONT> </FONT></DIV>
<DIV><?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office"
/><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>* Summary Section. Added “Appendix B: Mileage
Reimbursement Examples”.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>* <SPAN
style="mso-spacerun: yes"> </SPAN>.103<SPAN
style="mso-spacerun: yes"> </SPAN>Out-of-state travel. Added: “For
frequent non-overnight trips out-of-state (i.e. once every other month or more
often), it is recommended that agencies keep authorizations on file.<SPAN
style="mso-spacerun: yes"> </SPAN>The authorizations should cover a
specified length of time, which is recommended not to exceed one year, at which
point a new authorization should be issued.” We also clarified the language
regarding agency head approval of out-of-state travel.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT size=2><FONT face=Arial>* <SPAN
style="mso-spacerun: yes"> </SPAN>.104 Policy Exceptions. Added “Policy
exceptions for agency heads should be made by the agency deputy director or
CFO.”</FONT> </FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.105
Personal Expenses. Added some more examples: “,lodging safe fees or commuting
mileage.<SPAN style="mso-spacerun: yes"> </SPAN>Commuting mileage is
defined as the distance<B style="mso-bidi-font-weight: normal"><I
style="mso-bidi-font-style: normal"> </I></B>from the employee’s residence to
primary work station”.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT size=2><FONT face=Arial>*<SPAN style="mso-spacerun: yes">
</SPAN>.106 Agency Paid Expenses. Added “Agencies are not allowed to direct-bill
meals to lodging receipts.”</FONT><SPAN style="mso-spacerun: yes">
</SPAN></FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.107
Insurance/State Coverage. Added the link to Risk Management “http:// <st1:place
w:st="on"><st1:State w:st="on">oregon</st1:State></st1:place>.
gov/DAS/SSD/Risk/index.shtml”</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.108
Employee Moving Expense. Added “Moving expenses and relocation are not included
in the travel policy.”<SPAN style="mso-spacerun: yes"> </SPAN>Also added
the links to the HR policies on relocation http://egov.oregon. gov/DAS/HR/docs/
advice/P4005510.pdf or http://egov.oregon.gov/DAS/HR/docs/
advice/P4005520.pdf</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.110
Travel Status. Clarified the definition of “official” (primary) work
location.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.111
Accountable Plan.<SPAN style="mso-spacerun: yes"> </SPAN>Added “Incidental
expenses include <B style="mso-bidi-font-weight: normal"><I
style="mso-bidi-font-style: normal">all </I></B>gratuities; therefore, employees
are not separately reimbursed for gratuities or tips of any kind including, but
not limited to, meals and transportation.”</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT size=2><FONT face=Arial>*<SPAN style="mso-spacerun: yes">
</SPAN>.112 Meal Per Diem.<SPAN style="mso-spacerun: yes"> </SPAN>Added
“Travel expenses must not be claimed prior to travel taking place and employees
must be in travel status to receive a meal allowance. Removed bullets and
clarified the language.<SPAN style="mso-spacerun: yes"> </SPAN>Added
“Meals that are provided (for example, at a conference) will be subtracted from
the daily per diem”.</FONT> </FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.113
Meal Per Diem During Non-overnight Travel.<SPAN style="mso-spacerun: yes">
</SPAN>Added “Meal allowances when there is no overnight stay are taxable income
to the traveler”.<SPAN style="mso-spacerun: yes"> </SPAN>Removed bullets
and clarified language.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.115
Commercial Lodging Expenses. Added “Employees may “double up” in a room in order
to save the state money or for efficiency.<SPAN style="mso-spacerun: yes">
</SPAN>A single employee is allowed to be reimbursed under these circumstances
but the transaction must be thoroughly documented for audit purposes and the
separate expense claims must cross-reference.<SPAN
style="mso-spacerun: yes"> </SPAN>Agencies must ensure that the maximum
reimbursed on a per employee basis does not exceed the allowable rate. Also
added “Certain lodging establishments also charge “hospitality fees” or “resort
fees” that are beyond the control of the employee.<SPAN
style="mso-spacerun: yes"> </SPAN>These types of fees are reimbursable
expenses”.<SPAN
style="FONT-FAMILY: Arial; mso-bidi-font-family: 'Courier New'"><SPAN
style="mso-spacerun: yes"> </SPAN></SPAN>Removed bullets and
clarified language.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.116
Non-Commercial Lodging Per Diem.<SPAN style="mso-spacerun: yes">
</SPAN>Added “time-share” and “second-home” to the list of examples.<SPAN
style="mso-spacerun: yes"> </SPAN>Clarified language regarding
campgrounds.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial><FONT size=2>*<SPAN style="mso-spacerun: yes">
</SPAN>.118 Private Vehicle Mileage.<SPAN style="mso-spacerun: yes">
</SPAN>Added “Private vehicle mileage reimbursement is allowed for travel on
official state business based on the most direct route as follows: <SPAN
style="COLOR: black">(a) Between a traveler’s primary work station and a
temporary work station; (b) Between a traveler’s primary work station and
another primary work station; (c) Between a traveler’s residence and a temporary
work station (less an amount for commuting mileage); (d) Between temporary work
stations; Commuting mileage will be based on no more than one round trip to duty
station per day. See Appendix B for examples and
definitions.<o:p></o:p></SPAN></FONT></FONT></DIV>
<DIV><SPAN style="COLOR: black"><o:p><FONT face=Arial
size=2> </FONT></o:p></SPAN></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.119
Authorization of Transportation Method Required.<SPAN
style="mso-spacerun: yes"> </SPAN>Added “<SPAN
style="mso-spacerun: yes"> </SPAN>Private specialty vehicles, including
motorcycles, and private off-road vehicles shall not be used for state business
except to the extent that an agency determines that necessary state business
cannot reasonably be accomplished without the use of the particular private
vehicle”.<SPAN style="mso-spacerun: yes"> </SPAN>Added the link to the
OAR.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT size=2><FONT face=Arial>*<SPAN style="mso-spacerun: yes">
</SPAN>.120 Use of Most Direct Route.<SPAN style="mso-spacerun: yes">
</SPAN>Added “MapQuest and other mapping software are acceptable mileage
guides”.</FONT><SPAN style="mso-spacerun: yes"> </SPAN></FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.123
Combining Personal Travel with State Business Travel.<SPAN
style="mso-spacerun: yes"> </SPAN>Clarified language.<SPAN
style="mso-spacerun: yes"> </SPAN>Added “When combining personal travel
and state business travel, baggage and luggage fees should be allocated
accordingly and be reasonable under the circumstances”.<SPAN
style="mso-spacerun: yes"> </SPAN>Added “Furthermore, agencies must always
use the state’s contracted airfare provider for all business-related air travel
even when combining personal business with state business.<SPAN
style="mso-spacerun: yes"> </SPAN>If the contracted provider cannot meet
the needs of the traveler or the agency, the agency must follow the appropriate
contract-release procedures”.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.124
Provisions for Elected Officials and Members of Boards and Commissions.<SPAN
style="mso-spacerun: yes"> </SPAN>Clarified language and added “<SPAN
style="mso-spacerun: yes"> </SPAN>When meal per diem allowance is provided
in lieu of actual expenses, gratuities are not separately
reimbursed.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT size=2><FONT face=Arial>*<SPAN style="mso-spacerun: yes">
</SPAN>.125<SPAN style="mso-spacerun: yes"> </SPAN>Provisions for
Authorized Non-State Individuals Including Volunteers.<SPAN
style="mso-spacerun: yes"> </SPAN>Added “intern” to the list of
examples.<SPAN style="mso-spacerun: yes"> </SPAN>Removed references to
1099 Reporting.</FONT> </FONT><o:p><FONT face=Arial
size=2> </FONT></o:p></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes">
</SPAN>.126<SPAN style="mso-spacerun: yes"> </SPAN>Travel Expenses Paid or
Reimbursed By Outside Entity.<SPAN style="mso-spacerun: yes">
</SPAN>Clarified language and added “If an employee receives an ACH deposit
directly to their account, the employee is required to remit a check to the
state for the amount of the deposit and provide documentation of the amount
transferred to them.<SPAN style="mso-spacerun: yes"> </SPAN>The employee
is then reimbursed per state policies”.<SPAN style="mso-spacerun: yes">
</SPAN>Also added “The pay advance may be approved by the agency at any time
during the process” and “If an outside vendor, including the federal government,
is making the travel arrangements and purchasing the airfare without the
involvement of state funds, there is no violation of the state’s airfare
contract”.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT face=Arial size=2>*<SPAN style="mso-spacerun: yes"> </SPAN>.129
and .130 Receipt Requirements.<SPAN style="mso-spacerun: yes">
</SPAN>Organized and clarified language in these two paragraphs.<SPAN
style="mso-spacerun: yes"> </SPAN>Added “Baggage and luggage fees -
Baggage and luggage fees are a reimbursable expense.<SPAN
style="mso-spacerun: yes"> </SPAN>Agencies and travelers should consider
the extra fees charged by the airlines prior to making their travel arrangements
and plan accordingly.<SPAN style="mso-spacerun: yes"> </SPAN>When
combining personal travel and state business travel, baggage and luggage fees
should be allocated accordingly and be reasonable under the
circumstances”.</FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV><FONT size=2><FONT face=Arial>*<SPAN style="mso-spacerun: yes">
</SPAN>.133 Expense Sheet Required.<SPAN style="mso-spacerun: yes">
</SPAN>Added “Although employees are allowed to share lodging as described in
.115 and to have that expense reimbursed entirely to one employee, agencies are
not allowed to reimburse an employee for other types of unauthorized expenses
incurred by a separate employee”.</FONT><SPAN
style="mso-spacerun: yes"> </SPAN></FONT></DIV>
<DIV><o:p><FONT face=Arial size=2> </FONT></o:p></DIV>
<DIV class=MsoNormal style="MARGIN: 0in 0in 0pt; TEXT-ALIGN: justify"><SPAN
style="FONT-SIZE: 10pt; FONT-FAMILY: 'Courier New'"><FONT face=Arial>*<SPAN
style="mso-spacerun: yes"> </SPAN>Appendix A.<SPAN
style="mso-spacerun: yes"> </SPAN>Added “Although the state follows the
mileage rate set by the GSA, the state does not allow for more than one mileage
reimbursement rate.<SPAN style="mso-spacerun: yes"> </SPAN>If the agency
has determined, through application of the Fleet Management Policy, that an
employee may use his or her own vehicle for state business, then the employee is
reimbursed the full GSA rate in effect at that time.<SPAN
style="mso-spacerun: yes"> </SPAN>The state does not use a graduated scale
for other vehicle reimbursement possibilities”.</FONT><SPAN
style="mso-spacerun: yes"> </SPAN><o:p></o:p></SPAN></DIV>
<DIV class=MsoNormal style="MARGIN: 0in 0in 0pt; TEXT-ALIGN: justify"><SPAN
style="FONT-SIZE: 10pt; FONT-FAMILY: 'Courier New'"><o:p><FONT
face=Arial> </FONT></o:p></SPAN></DIV>
<DIV class=MsoNormal style="MARGIN: 0in 0in 0pt; TEXT-ALIGN: justify"><SPAN
style="FONT-SIZE: 10pt; FONT-FAMILY: 'Courier New'"><FONT face=Arial>*<SPAN
style="mso-spacerun: yes"> </SPAN>Appendix B. Mileage Reimbursement
Examples.<SPAN style="mso-spacerun: yes"> </SPAN>This section is
new.</FONT></SPAN></DIV>
<DIV class=MsoNormal style="MARGIN: 0in 0in 0pt; TEXT-ALIGN: justify"><SPAN
style="FONT-SIZE: 10pt; FONT-FAMILY: 'Courier New'"><FONT
face=Arial></FONT></SPAN> </DIV>
<DIV class=MsoNormal style="MARGIN: 0in 0in 0pt; TEXT-ALIGN: justify"><SPAN
style="FONT-SIZE: 10pt; FONT-FAMILY: 'Courier New'"><FONT face=Arial><o:p><SPAN
class=814184018-23102009>Please let me know if you have any
questions.</SPAN></o:p></FONT></SPAN><SPAN
style="FONT-FAMILY: Arial; mso-bidi-font-family: 'Courier New'"><FONT
size=2><SPAN
style="mso-spacerun: yes"> </SPAN><o:p></o:p></FONT></SPAN></DIV>
<DIV><FONT face=Arial size=2></FONT> </DIV>
<DIV align=left><FONT face=Arial size=2><STRONG>Scott
Smyth</STRONG></FONT></DIV>
<DIV align=left><FONT face=Arial size=2>Senior Accounting Analyst</FONT></DIV>
<DIV align=left><FONT face=Arial size=2>Department of Administrative
Services</FONT></DIV>
<DIV align=left><FONT face=Arial size=2>Statewide Accounting and
Reporting</FONT></DIV>
<DIV align=left><FONT face=Arial size=2>(503) 373-7277, ext. 276</FONT></DIV>
<DIV align=left><FONT face=Arial size=2><A
href="http://oregon.gov/DAS/SCD/SARS">http://oregon.gov/DAS/SCD/SARS</A></FONT></DIV>
<DIV align=left><FONT face=Arial><FONT size=2><FONT face=Arial
size=2></FONT></FONT></FONT> </DIV>
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