Current through all regulations passed and filed through September 16, 2024
(A) Retirement trustees
who
incur expenses as the result of any necessary travel and attendance for any
approved training or meeting shall be reimbursed for any actual and necessary
expenses.
(1) Expenses as a result of out of
state travel are not eligible for reimbursement unless the travel received
prior approval by a majority of trustees at a board meeting.
(2) If attendance for any out of state
training or meeting is deemed to be an emergency, the chair of the board may
authorize reimbursement of any expenses incurred. Emergency attendance is
considered to be any necessary out of state travel which was not known or
identified prior to the most recent board meeting.
(3) The chair of the board of trustees shall
approve travel expenses incurred as the result of attendance at any approved
training or meeting within the state of Ohio.
(4)
Reimbursement of
expenses incurred attending scheduled meetings within the state of Ohio are
authorized following review by the executive director, provided the meeting(s)
were scheduled and received prior approval by the chair.
(B)
Administrative staff personnel who incur expenses as the result of any
necessary travel and attendance for any approved training or meeting shall be
reimbursed for any actual and necessary expenses.
(1)
Expenses as a
result of out of state travel are not eligible for reimbursement unless the
travel received prior approval by the executive director.
(2)
The executive
director shall approve travel expenses incurred as the result of attendance at
any approved training or meeting within the state of Ohio.
(C)
Trustees and
administrative staff personnel shall not accept payment or reimbursement of
travel expenses, including lodging, food and beverages, from any source other
than the system's expense fund.
(D) All claims for reimbursement of expenses
shall be submitted in a timely manner and on a prescribed form, and shall be
actual, necessary and within the bounds of prudent judgment.
(E) Reimbursable expenses include the
following:
(1) Lodging at the single occupancy
rate.
(2) Meals within the bounds
of prudent judgment.
(3) Tips as customary and
reasonable.
(4) Telephone calls as
necessary for regular employment and necessary calls to family when attendance
requires an overnight stay.
(5)
Transportation within the following parameters;
(a) Air fare at the lowest rate with regard
to attendee schedule and employment responsibilities.
(b) Personal vehicle mileage at the
established rate, provided the total reimbursement does not exceed the
allowable air fare when air transportation is applicable.
(c) Car rental is considered to be a
reimbursable expense when necessary and reasonable for business use. Any
personal use shall be pro-rated accordingly.
(d) Parking fees necessary for a rental or
personal vehicle.
(e) Necessary
public transportation.
(F) Receipts are required for all expenses
except tips, parking, and local transportation.
Five Year Review (FYR) Dates:
2/20/2018 and
02/20/2023
Promulgated
Under: 111.15
Statutory Authority: 5505.07
Rule
Amplifies: 5505.05, 5505.07
Prior Effective Dates: 01/01/1986,
12/01/1995, 10/21/2005, 02/01/2013
