15.0 Travel Policy

OVERVIEW

Travel policy for TZMs conforms to WTSC and Washington Office of Financial Management rules.

REQUIRED FORMS

To request approval for travel, use Travel Authorization Form A40. This form is required for all air travel and/or overnight lodging.

To request reimbursement for travel, use Travel Expense Voucher Form A20-AE. Form A20-AE has additional instructions for completing the form.

MEALS

You must be in travel status during the entire normal meal period(s) to qualify for meal reimbursement. Meal reimbursement rates can be found on the Washington Per Diem Rate Map and are dependent on location. If you have meals in more than one rate zone in one day, all meals are to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel would continue to be the rate for the location where the traveler last stopped to sleep.

Agency designated normal meal periods:

Breakfast: Between hours of 6:30 and 8:00 AM

Lunch: Between hours of 11:30 and 1:00 PM

Dinner: Between hours of 5:30 and 7:00 PM

Use the meal breakout on the Washington Per Diem Rate Map. If the total amount is not included on the map, use the following calculations rounded to the nearest dollar:

  • Breakfast: 25% of the daily meals entitlement

  • Lunch: 30% of the daily meals entitlement

  • Dinner: 45% of the daily meals entitlement

Out of state meal rates: Use GSA per-diem rates. GSA rates include $5 for incidentals. Add this to the meals amount to get the total allowable for meals.

Non-overnight travel: The following two criteria must be met to receive a meal allowance:

  • Three-hour threshold rule: A traveler may be reimbursed for meal expenses only when the traveler is in travel status for the traveler's entire regularly scheduled working hours plus an additional three hours. The three hours may consist of hours occurring before or after, or a combination of both before and after the traveler's regularly scheduled working hours for the day.

  • In travel status during entire meal period: Travelers must be in travel status during the entire agency-determined meal period(s) in order to qualify to collect meal payments for meals. The traveler may not stop for a meal just to meet the three-hour rule.

LODGING

Lodging rates are set by OFM. See the Per Diem Rate Map for statewide rates. WTSC will reimburse for approved lodging up to the per diem rate.

MILEAGE

TZMs can request reimbursement for miles driven in a personal vehicle for WTSC business. The mileage reimbursement rate is updated annually. The mileage rate for 2018 is $.545 per mile.

OUT-OF-STATE TRAVEL/TRAVEL REQUIRING PURCHASE OF AIRFARE

Prepare a Travel Authorization (A40) in advance and have it approved by a supervisor or authorized designee.

Include on the A40 form: reason for travel, dates, desired departure and return times. If the hotel rate is above per-diem provide an explanation according to OFM policy.

All exceptions to maximum allowable lodging rates must be approved in advance of travel.

Include a copy of the A40 with the travel reimbursement request.