(a) Funds for
travel expenses. Funds for travel expenses, including per diem allowances and
reimbursable expenditures, may be secured by way of a cash advance, or by way
of reimbursement of expenditures upon completion of the trip. Advances shall be
limited to the cost itemized on the approved travel plan, request, or form,
plus other determinable anticipated expenses.
(b) Per diem allowances. A per diem is a
specific allowance for each day to cover the personal expenditures of a
traveler, such as meals, lodging, tips, laundry, and other necessary
expenditures incident to travel. It is not intended to include expenditures
having to do with the conduct of official business.
(1) The rate of per diem is prescribed in
section 78-15, HRS. When accommodations or lodging is made available to the
traveler without charge, a department head shall prescribe a lower rate of per
diem. The per diem allowance shall be granted for time on travel status. (See
§ 3-10-3(c)).
(2) Per diem
allowances are as follows:
(A) If travel
requires overnight absence from the traveler's regular place of business, a
traveler shall be allowed per diem as prescribed by statute. The rate shall
apply uniformly and equitably for all travelers in all cases, except that when
accommodations or lodging is made available to the traveler without charge, a
department head shall prescribe a lower rate of per diem:
(B) In computing the per diem allowance for
overnight travel, the calendar day (midnight to midnight) shall be the unit.
For fractional parts of the day included at the beginning or end of continuous
travel, one quarter of the rate of a calendar day shall be allowed for each
period of six hours or fraction thereof.
(C) Subsistence allowance for trips not
requiring overnight absence and for trips when accommodations or lodging is
made available to the traveler without charge shall be as follows:
Breakfast - Eight percent of per diem rounded to the nearest
dollar.
Lunch - Twelve percent of per diem rounded to the nearest
dollar.
Dinner - Twenty percent of per diem rounded to the nearest
dollar.
(D) Breakfast shall
be allowed when the travel time begins before 8:00 a.m.
(E) Lunch shall be allowed for departing
travelers when the travel begins before 12:00 noon; lunch shall be allowed for
returning travelers when travel time ends after 12:30 p.m.
(F) Dinner shall be allowed when the travel
time ends after 7:00 p.m.
(G)
"Statement of Intra-State Travel Completed," issued by the Comptroller shall be
used to document per diem for trips not requiring overnight absence.
(H) "Statement of Completed Travel," issued
by the Comptroller shall be used to document per diem for trips requiring
overnight absence.
(3)
Except as otherwise authorized by the governor, no per diem or transportation
allowance, as such, will be granted when out-of-state travel by train, bus, or
private automobile is authorized and air transportation is available and
feasible, but the traveler shall be reimbursed to the extent of the total cost
for air transportation by the most direct route, including per diem
necessitated by such air transportation, as if such air transportation had been
utilized.
(4) When meals are
furnished to the traveler in connection with an approved training program or
other program approved by a department head, the department head must require
adjustment of per diem, at the prescribed subsistence rates, to avoid duplicate
payment for meals:
Breakfast - Eight percent of per diem rounded to the nearest
dollar.
Lunch - Twelve percent of per diem rounded to the nearest
dollar.
Dinner - Twenty percent of per diem rounded to the nearest
dollar.
(c)
Adjustments for vacation or leave without pay. When vacation or leave without
pay is added at the beginning or end of official travel, the allowance for
transportation shall be the cost of transportation allowable under section
3-10-8 as if such allowable transportation had been utilized.
(d) Other expenses, which meet the stipulated
conditions and are supported by receipts where receipts are issued in the
normal course of business are allowed in addition to transportation and per
diem:
(1) Taxi fare to and from
transportation terminals for official travel shall be allowed only when buses
or limousines are not available or accessible, when government transportation
cannot be economically obtained, and when private automobiles on a mileage
basis cannot reasonably be used. Taxi and private automobiles used on mileage
basis shall be shared by travelers whenever possible. Rental of cars shall be
allowed where it would be impractical to obtain necessary transportation in
government owned vehicles or privately owned vehicles on a mileage basis, and
where public carriers are not available to the point to be visited.
(2) Other miscellaneous necessary and
reasonable expenditures when incurred by the traveler in connection with
official business. For example: parking fees; refueling charges; registration
fees; telephone fees; telephone calls; radiograms; secretarial fees; baggage
transfers (does not include tips for porterage); currency exchange fees or cost
of traveler's checks for out-of-state travel to the extent that the currency or
checks do not exceed the amount of per diem and allowable expenses; fees for
passports and visas; cost of photograph; certificates of birth, health, and
identity; costs of affidavits necessary; and charges for inoculation which
cannot be obtained through state facilities.
