Hawaii Administrative Rules
Title 3 - DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES
Accounting Division
Chapter 10 - TRAVEL RULES
Section 3-10-13 - Allowances for privately owned vehicles
Universal Citation: HI Admin Rules 3-10-13
Current through August, 2024
(a) Flat allowances. Flat monthly allowances for the use of private automobiles on official business may be secured in special circumstances by direct request to the comptroller. The amount of any flat monthly allowance shall be adjusted proportionately in the event the payee has not used payee's own car on official business for five or more working days because of vacation, sickness, or any other cause.
(b) Mileage reimbursements.
(1) Authorization for mileage
reimbursements.
(A) Although the motorpool
shall provide vehicles whenever possible, department heads or their authorized
representative may authorize any subordinate to use privately owned vehicles on
official business on a mileage allowance basis when publicly owned vehicles of
the department or from the motor pool of the department of accounting and
general services are not available or are not practical to use.
(B) Each department shall submit to the motor
pool, by March 31 and September 30 of each year, a mileage report listing the
position and the miles traveled during the preceding six months for each
employee who uses the employee's private vehicle an average of 750 miles or
more per month on official business.
(2) When authorized as provided in section
(b)(1) above, mileage reimbursement is allowed for transportation from place to
place as required in the normal course of an employee's or official's
performance of assigned duties, including transportation to and from terminals
in conjunction with official inter-island or out-of-state travel, and parking
fees incurred in connection with such transportation.
(3) Transportation between the home and the
regular place of business of an employee or official is not considered official
business, and no mileage or other reimbursements is allowed for such
transportation, except:
(A) If an employee or
official, with the approval of the employee's or official's department head or
any one of the department head's authorized representatives, finds it more
practical to travel directly between home and a job site or other place of
official business, rather than to go first to the employee's or official's
regular place of business, the employee or official may be reimbursed for miles
between home and the job site which are in excess of the miles normally
traveled between home and the regular place of business. Except as set forth in
subparagraph (b)(3)(C) below, no employee or official will be allowed mileage
for traveling directly between home and a job site if the miles traveled are
less than the miles normally traveled between home and the regular place of
business.
(B) If an employee or
official, with the approval of the employee's or official's department head or
any one of the department head's authorized representatives, finds it more
practical travel directly between home and the transportation terminal, in
conjunction with official inter-island or out-of-state travel, the employee or
official may be reimbursed for miles between home and the transportation
terminal which are in excess of the miles normally traveled between home and
the regular place of business. In no case, however, will mileage reimbursement
be allowed if there is no such excess, except as set forth in subparagraph
(b)(3)(C) below.
(C) Mileage
reimbursement is allowed to employees or officials for use of privately owned
vehicles, when travel between home and a business destination, or between home
and the transportation terminal, is approved by the department head or any one
of the department head's authorized representatives, and occurs other than
during the employee's or official's normal working hours. If the travel occurs
on the employee's or official's normal working day at a time the employee or
official usually commutes to or from work, such mileage reimbursement is
allowed only for miles that are in addition to the usual commuting trip. If
such travel is due to overtime work, such mileage reimbursement is allowed only
for miles that are in addition to one roundtrip between home and the regular
place of business.
(4)
The mileage allowance rate for automobiles applicable to any officer or
employee for whom the rate is not otherwise set by law shall be, for each
fiscal year beginning on July 1, the highest rate lawfully applicable to any
officer or employee on that date, and the mileage allowance rate for
motorcycles shall be one-half of such rate for automobiles. (See §
3-10-3(c)).
(5) To qualify for
this allowance, each employee or officer is required to carry liability
insurance as required by chapter
431, HRS.
(6) State Accounting Form C-33 shall be used
to record and report mileage traveled on official business and related parking
fees incurred.
(c) Mileage allowance for employees serving as jurors:
(1) Section
612-8,
HRS, prescribes a mileage rate for each mile actually and necessarily traveled
in going to court.
(2) Each
employee serving as juror shall state on oath to the clerk of the court the
number of miles traveled for which he is entitled in reimbursement.
Disclaimer: These regulations may not be the most recent version. Hawaii may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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