7195-1

Sections 45-7-28.1 and 50-5B-5 of the Official Code of Georgia Annotated (O.C.G.A.) authorize the State Accounting Office (SAO) and the Office of Planning and Budget (OPB) to adopt rules and regulations governing in-state and out-of-state travel reimbursement that promote economy and efficiency in state government and which treat employees fairly and equitably. The O.C.G.A. is available on the internet at http://w3.lexis-nexis.com/hottopics/gacode/default.asp.

The Statewide Travel Regulations are issued by SAO in cooperation with OPB in accordance with the O.C.G.A. The regulations are available on the internet at http://sao.georgia.gov. In general, all agencies are required to follow the minimum guidelines outlined in the Statewide Travel Regulations. However, each agency is authorized to set specific policies and establish procedures within the regulations of the Statewide Travel Regulations.

Accordingly, the following guidelines and procedures have been established by the Department in accordance with the above-mentioned authority.

OVERVIEW

Employees who are required to travel in the performance of their official duties and who are eligible for reimbursement of incurred expenses are required to obtain authorization from the Department head or other designated official on the Travel Expense Authorization Form, hereafter referred to as DOT 1523, prior to performing the travel. Prior approval must be given for all travel expenses except for Class I-A: In State – Line of Duty, Routine Assignment within the State of Georgia and short distances over the state line to border cities.

This directive applies to all Department of Transportation personnel and is in accordance with Board Policy.

The procedures for completing the DOT 1523 may be read in MAP 17-1, Travel and Business Expense Authorization Procedures.

The Commissioner, Chief Operating Officer, Special Advisor to the Commissioner, Deputy Commissioner, Chief Engineer, General Counsel, Chief Acquisitions Officer, or Treasurer will approve the DOT 1523 for employees in their respective organizational structure in accordance with the Department's organizational chart for offices that are not directly under the supervision of a Division Director or if approval is required beyond the Division Director level.

Blanket routine travel authorizations for in-state travel may be authorized in accordance with the provisions of this policy for each class of travel discussed below and in accordance with the procedures contained in MAP 17-1.

Note: The specific mode of transportation, class of travel, purpose of travel, justification for travel, destination points, and travel dates must be provided when requesting a blanket routine travel authorization in the Travel Expense Authorization Manager (TEAM) application. If the above referenced information is not available, a blanket routine travel authorization may not be requested.

IN-STATE TRAVEL AND BUSINESS EXPENSE AUTHORIZATION REQUIREMENTS

A. Class I-A: In-State – Line of Duty, Routine Assignment

Authorized for in-state – line of duty, routine assignment travel required to carry out normal, routine and customary job responsibilities where subsistence and transportation is allowed within the limits of TOPPS 7195-2, Travel and Business Expense Reimbursement Policy.

Examples of positions that would routinely encounter In-State – Line of Duty travel are:

· Management attending functions and activities related to the responsibilities of their position within the state.

· Auditors, pilots, material inspectors, construction and maintenance liaison engineers, right-of-way specialists, and planners who travel to perform the functions of their positions within the state.

· Employees attending meetings called by their Division Director, District Engineer or Office Head at DOT facilities or by the Commissioner, Chief Operating Officer, Special Advisor to the Commissioner, Deputy Commissioner, Chief Engineer, General Counsel, Chief Acquisitions Officer, or Treasurer.

Prior approval on a DOT 1523 is not necessary if the requirements of Line of Duty are met. However, when registration fees are involved, one of the appropriate classes of authorization listed below is applicable and a DOT 1523 is required.

In the event of in-state – line of duty called meetings, the e-mail notification sent to the attendees should be attached to the Travel Business and Expense Report, hereafter referred to as DOT 1031.

B. Class I-B: Temporary Duty Assignment

Temporary Duty Assignment involves the temporary transfer of employees based on a departmental decision that additional employees are needed in a particular area to expedite work in the Department. Subsistence and transportation is allowed within the limits of TOPPS 7195-2, Travel and Business Expense Reimbursement Policy.

Prior approval on a DOT 1523 is required and a copy must be attached to each DOT 1031.

Recommendation must come from the Office Head/District Engineer with the appropriate Division Director approval.

See TOPPS 7195-5, Long-Term Temporary Duty (LTDY) Expense Reimbursement Policy.

C. Class I-C: Permanent Change of Station – Subsistence

Permanent Change of Station involves the permanent transfer of employees resulting from an action by the Department requiring such relocation based on the Department’s best interest. Employees who are required to relocate permanently and who are eligible for reimbursement of employee relocation expense in accordance with TOPPS 7170-1, Employee Relocation Expense Authorization Policy, may be allowed subsistence for a maximum of sixty (60) calendar days for temporary housing until the employee establishes a new residence. Subsistence is allowed within the limits of TOPPS 7195-2, Travel and Business Expense Reimbursement Policy. Subsistence is not allowed for any change of headquarters requested by the employee or for other family members.

Prior approval on a DOT 1523 is required and a copy must be attached to each DOT 1031. An approved DOT 1041, Employee Relocation Expense Authorization Form must be attached to the DOT 1523. Approval to pay these expenses is entirely at the discretion of DOT management.

Recommendation must come from the Office Head/District Engineer with the appropriate Division Director approval.

The Employee Relocation Expense Authorization Policy and Procedures may be read in TOPPS 7170-1 and MAP 1-10. The Employee Relocation Expense Reimbursement Policy and Procedures may be read in TOPPS 7170-4 and MAP 1-11.

D. Class I-D: External Meetings/Training with Registration Fees – No Subsistence

Authorized for external meetings or training sessions (with registration fees) where reimbursement for transportation is allowed within the limits of TOPPS 7195-2, Travel and Business Expense Reimbursement Policy. Subsistence is not authorized.

Prior approval on a DOT 1523 with documentation (brochure/registration form) indicating the registration fee is required and a copy must be attached to each DOT 1031.

Recommendation must come from the Office Head/District Engineer with the appropriate Division Director approval.

E. Class I-E: External Meetings/Training with Registration Fees – Subsistence

Authorized for external meetings or training sessions (with registration fees) where reimbursement for subsistence and transportation is allowed within the limits of TOPPS 7195-2, Travel and Business Expense Reimbursement Policy.

Prior approval on a DOT 1523 with documentation (brochure/registration form) indicating the registration fee is required and must be attached to each DOT 1031.

Recommendation must come from the Office Head/District Engineer with the appropriate Division Director approval. Approval is also required by the Commissioner, Chief Operating Officer, Special Advisor to the Commissioner, Deputy Commissioner, Chief Engineer, General Counsel, Chief Acquisitions Officer, or Treasurer.

F. Class I-F: Internal Meetings/Training without Registration Fees – Subsistence

Authorized for internal meetings or training sessions (without registration fees) called by a Division Director, District Engineer or Office Head that includes employees outside the line of their supervision or at non-DOT facilities where reimbursement of subsistence and transportation is allowed within the limits of TOPPS 7195-2, Travel and Business Expense Reimbursement Policy.

Prior approval on a DOT 1523 is required and a copy must be attached to each DOT 1031.

Class I-G: Intradepartmental Meetings/Training with Noon Meal

Authorized for intradepartmental meetings or training sessions where the noon meal is allowed within the restrictions of TOPPS 7195-2, Section A.5, Travel and Business Expense Reimbursement Policy.

Prior approval on a DOT 1523 with agenda listing attendees is required and a copy must be attached to each DOT 1031.

Class I-H: Agency-Sponsored Conferences, Trade Shows, and Other Functions – Subsistence

Authorized for agency-sponsored conferences, trade shows and other functions (with or without registration fees) where subsistence and transportation is allowed within the restrictions of TOPPS 7195-2, Section B.3, Travel and Business Expense Reimbursement Policy.

Prior approval on DOT 1523 with documentation (brochure/registration form) indicating the registration fee, if applicable, is required and a copy must be attached to each DOT 1031.

OUT-OF-STATE TRAVEL AND BUSINESS EXPENSE AUTHORIZATION REQUIREMENTS

A. Class II-A: Out-of-State – Line-of-Duty, Routine Assignment

Authorized for out-of-state – line-of-duty, routine assignment travel required to carry out the normal, routine and customary job responsibilities. Training and conferences are not considered Out-of-State – Line-of-Duty travel, Routine Assignment. See Class II-B for further details on obtaining travel authorization to attend Out-of-State training and conferences.

Out-of-State – Line-of-Duty, Routine Assignment travel authorization is limited to the following positions:

· Auditors, material inspectors, or pilots who travel to perform the functions of their positions

Prior approval on a DOT 1523 is required for Out-of-State travel other than trips of short distances over the state line to border cities and a copy must be attached to each DOT 1031.

Recommendation must come from the Office Head/District Engineer with the appropriate Division Director approval.

B. Class II-B: Out-of-State – Special Assignments, Meetings, and Training (Includes Travel for Observation and Information)

Travel to other states requires prior approval on a DOT 1523 and a copy must be attached to each DOT 1031.

Recommendation must come from the Office Head/District Engineer with the appropriate Division Director approval. Approval of the Commissioner, Chief Operating Officer, Special Advisor to the Commissioner, Deputy Commissioner, Chief Engineer, General Counsel, Chief Acquisitions Officer, or Treasurer is also required.

REIMBURSEMENT POLICY AND PROCEDURES

The Department's reimbursement policy may be read in TOPPS 7195-2, Travel and Business Expense Reimbursement Policy. The Department’s reimbursement procedures may be read in the MAP 17-3, Travel and Business Expense Reimbursement Procedures.