Ohio Administrative Code
Title 145 - Public Employees Retirement System
Chapter 145-1 - Benefits
Section 145-1-03 - Board travel and expense reimbursement policy
Universal Citation: OH Admin Code 145-1-03
Current through all regulations passed and filed through September 16, 2024
(A)
(1) As provided in section
145.08 of the Revised Code and
this rule, members of the public employees retirement board described in
section 145.04 of the Revised Code shall
be reimbursed by the public employees retirement system for travel expenses
incurred for retirement system business that are:
(a) Actual, necessary and reasonable, and
(b)
(i) Incurred during attendance at meetings of
the retirement board or its committees, or,
(ii) At meetings, conferences, seminars,
workshops or sessions presented by other organizations and other group meetings
as authorized by the retirement board.
(2) Meetings shall provide education to board
members, be necessary for the performance of their duties, be appropriate to
the general purpose of the retirement system and be in the interest of the
retirement system's participants.
(3) "Actual, necessary and reasonable
expenses" mean expenses which are incurred, appropriate in the circumstances,
and within prudent judgment.
(B) Travel expenses for approved travel that are reimbursable from the retirement system include, but are not limited to, the following:
(1) Transportation
(a) Travel by common carrier shall be
reimbursed in an amount limited to the actual cost of a coach or economy class
ticket, except if no such ticket is available and the travel is necessary then
at the actual cost of the available ticket.
(b) In-state travel by personal vehicle shall
be reimbursed for mileage at the established reimbursable rate. Out-of-state
travel by personal vehicle shall be reimbursed at the lesser of "portal to
portal" or "air travel cost."
(i) "Portal to
portal" expenditures for this calculation include the actual cost of lodging,
meals, parking at place of lodging in route, and mileage at the established
reimbursable rate.
(ii) "Air
travel cost" expenditures for this calculation include the actual cost of a
thirty-day advance coach air fare, airport parking, transportation from the
airport to destination lodging, and mileage between home and the airport at the
established reimbursable rate.
(c) The cost of a rental automobile if it is
a reasonable alternative means of transportation under the circumstances.
(d) The cost of parking for a
personal or rental vehicle if necessary and required.
(e) The cost of taxi cabs or public
transportation where reasonable under the circumstances.
(2) Lodging at the single occupancy rate.
(3) Meals and beverages, excluding
alcohol, at reasonable amounts not to exceed limits set by the board.
(4) Tips based on reasonable and
customary amounts, not to exceed limits set by the board.
(5)
(a)
Telephone calls or other electronic transmissions that are for retirement
system business.
(b) Personal
telephone calls to home/family when travel will require an overnight stay and
then such calls must not exceed limits set by the retirement board.
(C) Reimbursement shall not be made for personal expenditures which include, but are not limited to, the following:
(1) Entertainment such as
movies, theater or sports tickets, or green fees.
(2) Personal services such as valet service,
laundry or dry cleaning, or other such goods or services. However, if travel is
seven days or longer, reasonable laundry and dry cleaning expenses may be
reimbursed.
(D)
(1) The board, at a regular or other meeting,
shall approve in advance all travel for its board members except travel:
(a) To and from meetings of the board or its
committees or other retirement system business within the state of Ohio, or
(b) For which a board member will
not seek reimbursement.
(2) Requests for travel authorization shall
be made in writing and submitted to the executive director who shall present
the request to the board at its next meeting.
(3) A board member shall not be reimbursed
for any expense if the travel for which the expense was incurred was not for
system business, or the travel has not been authorized by the board.
(E) Requests for reimbursement of expenses for travel shall be submitted with the required documentation on a form provided by the system and in accordance with the system's reimbursement procedures.
Five Year Review (FYR) Dates:
9/21/2017 and
09/21/2022
Promulgated
Under: 111.15
Statutory
Authority: 145.08
Rule
Amplifies: 145.08
Prior
Effective Dates: 12/9/95, 4/10/05,
11/30/07
Disclaimer: These regulations may not be the most recent version. Ohio 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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