US ex rel. Jon H. Oberg v. Pennsylvania Higher Education

Filing

OPINION ATTACHMENT. [15-1093]

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Commonwealth of Pennsylvania

Governor's Office
Subject:
Commonwealth Travel Procedures Manual
(Effective January 1, 2012)

Number:
Manual 230.1 Amended

By Direction of:

Date:

Charles B. Zogby, Secretary of the Budget

November 1, 2011

Kelly Powell Logan, Secretary of Administration
Contact Agency:
Travel Planning: Office of the Budget, Commonwealth Office of Travel Operations (COTO),
Telephone [phone]
Audit and Reimbursement: Office of the Budget, Office of Comptroller Operations, Bureau
of Commonwealth Payroll Operations (BCPO), Telephone [phone]

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This manual is designed to assist all commonwealth travelers on official commonwealth
business in making informed and cost effective travel decisions.

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The authority for this manual is derived from Management Directive 230.10, Commonwealth
Travel Policy, Effective January 1, 2012.
This manual replaces, in its entirety, Manual 230.1, dated June 17, 2009, Effective
July 1, 2009. This manual will be reviewed for updates periodically.
Commonwealth Office of Travel Operations
Office of the Budget
333 Market Street, 18th Floor
Harrisburg, PA 17105
www.travel.state.pa.us
Commonwealth contracted travel agency:
Adtrav Travel Management
4555 Southlake Parkway
Birmingham, Alabama 35244
205.555.1234 | 866.530.8899
[e-mail] www.adtrav.com/PA

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SECTION ONE: AIR TRAVEL ...................................................... 1
1.1

Booking. ...................................................................................................................................... 1

1.2

Lowest Logical Airfare. ...................................................................................................... 1

1.3

Alternative Airports. ............................................................................................................ 2

1.4

Form of Payment. .................................................................................................................. 2

1.5

Cancellations. .......................................................................................................................... 2

1.6

Exchanges. ................................................................................................................................ 2

1.7

International. .......................................................................................................................... 2

SECTION TWO: GROUND TRAVEL............................................. 3

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2.1

Temporary Fleet Vehicles................................................................................................. 3

2.2

Car Rental. ................................................................................................................................. 3

2.3

Personal Automobile. .......................................................................................................... 4

2.4

Shuttles and Public Transportation............................................................................ 4

2.5

Train.............................................................................................................................................. 4

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SECTION THREE: LODGING ...................................................... 5
3.1

Lodging Expense. .................................................................................................................. 5

3.2

Booking. ...................................................................................................................................... 5

3.3

Maximum Allowable Lodging Rate.............................................................................. 5

3.4

Tax Exemption. ....................................................................................................................... 6

3.5

Form of Payment. .................................................................................................................. 6

3.6

Cancellation. ............................................................................................................................. 6

3.7

Conference Lodging. ............................................................................................................ 7

3.8

Extended Stay. ........................................................................................................................ 7

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SECTION FOUR: SUBSISTENCE ................................................ 8
4.1

General. ....................................................................................................................................... 8

4.2

Reimbursement Amounts................................................................................................. 8

4.3

High Cost Area. ....................................................................................................................... 9

4.4

Meetings. .................................................................................................................................... 9

4.5

Subsistence Expense Incurred on Behalf of Others. ........................................ 9

SECTION FIVE: TRAVEL CREDITS........................................... 11
5.1

Ethics. ......................................................................................................................................... 11

5.2

Frequent Flyer Guest Programs. ................................................................................ 11

5.3

Credit Card. ............................................................................................................................. 11

5.4

Other Compensation. ........................................................................................................ 11

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SECTION SIX: PAYMENT ........................................................ 12

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6.1

Agency Airline Card. .......................................................................................................... 12

6.2

Agency Lodging Card. ....................................................................................................... 12

6.3

Corporate Travel Card. ..................................................................................................... 13

6.4

Cash Advance. ....................................................................................................................... 17

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SECTION SEVEN: REIMBURSEMENT ....................................... 18
7.1

General. ..................................................................................................................................... 18

7.2

Reimbursement Claim. ..................................................................................................... 18

7.3

Third Party Reimbursement. ........................................................................................ 18

7.4

Justification. ........................................................................................................................... 19

7.5

Audits. ........................................................................................................................................ 19

7.6

Miscellaneous Expense. ................................................................................................... 20

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SECTION ONE: AIR TRAVEL
1.1

Booking. Airfare must be reserved via the commonwealth’s online booking
tool. Those who do not have access to the online booking tool must book
their flights with the contracted travel agency or have an agency assigned
travel arranger make arrangements for them. The online booking tool can be
accessed at www.travel.state.pa.us.
International flights that include more than one country visited may be
reserved through the contracted travel agency.
Commonwealth travelers who are not employed by the commonwealth must
follow the same procedures as employees if their travel is paid for by the
commonwealth. Commonwealth travelers that do not have an assigned SAP
identification number are not permitted to arrange their own travel. Travel
arrangements must be made by an agency assigned travel arranger or
designated commonwealth employee.
Commonwealth travelers are expected to book the lowest priced coach class
airfare for domestic and international flights. Business and first class tickets
are not reimbursable. It is not permissible to confirm a higher fare for
upgrade eligibility or personal reasons. Upgrades at the commonwealth’s
expense are not permitted. A complimentary upgrade must be noted on the
Travel Expense Report (TER).

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Commonwealth travelers who are combining personal travel with official
commonwealth business may only do so when the personal portion does not
add any cost to the commonwealth. Travel arrangements must be made to
accommodate the business duties of the commonwealth traveler and not
personal preference. Strictly personal travel cannot be confirmed using the
commonwealth’s online booking tool.

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1.2

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Lowest Logical Airfare. Commonwealth travelers on official commonwealth
business must book the lowest priced coach airfare that meets their approved
itinerary and commonwealth travel policy. They are expected to use their
best judgment to save on airfare cost.
Lower cost flights must be chosen within two hours before or after the
preferred flight time when the alternative flight saves $200.00 or more
roundtrip.
Connecting flights must be chosen over nonstop flights when the connection
does not add more than two hours to travel time and the connection saves
$200.00 or more. Commonwealth travelers are not required to take a lower
fare if a change of airline at the connection point is required.
Domestic flights over $800.00 roundtrip will be reviewed by COTO prior to the
ticket issuance. Alternative options may be offered or supervisor approval
may be required.
Lower cost fares, as outlined above, that are declined must be justified and
imperative to the job functions of the commonwealth traveler.

Manual 230.1 Amended

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Alternative Airports. Commonwealth travelers shall view alternate airports
for additional savings opportunities. Alternative airports within 90 miles of
the home airport should be considered if the savings is $200.00 or more.
When there is a savings of $300.00 or more, the alternative airport must be
used.
The commonwealth traveler will be reimbursed for mileage when using a
personal vehicle, or car rental and gasoline (whichever is less costly), and
parking, if necessary.
In select areas, Park-and-Fly (hotel and parking in one rate) packages have
been negotiated and may be utilized when selecting an alternative airport and
a flight departure prior to 8:00 am.

1.4

Form of Payment. All flights must be charged to agency airline cards, refer
to Section 6.1, Agency Airline Card. The use of personal credit cards is not
permitted.

1.5

Cancellations. When a trip is cancelled after the ticket has been issued; the
reservation must be cancelled via the online booking tool or contracted travel
agency. Ticketed reservations must be cancelled at least one hour prior to
the scheduled flight.

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If the ticket is refundable, the contracted travel agency must be notified and a
refund requested.

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It is the commonwealth traveler’s responsibility to closely examine the
cancellation/exchange rules and fees before purchasing.
1.6

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Exchanges. Credits for cancelled tickets should be used as soon as possible.
Most airlines require tickets to be exchanged and used one (1) year from
original purchase. Any fees and/or additional collections must be charged to
the agency airline card. Unused tickets that are not used prior to their
expiration lose their value.
It is the commonwealth traveler’s responsibility to use airline credits prior to
expiration. Credits shall be used for their next trip if the airline serves the
destination.

1.7

International. International travel must be approved by the Governor’s
Office prior to confirming air flights. The required form is available on the
travel website. (For additional information and agency procedure, contact
your agency head.) An approval number will be assigned which must be
supplied at the time of booking.

Manual 230.1 Amended

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SECTION TWO: GROUND TRAVEL
2.1

Temporary Fleet Vehicles.
An employee who needs to travel for
commonwealth business originating in Harrisburg (providing that the
employee does not have a permanently assigned vehicle or an agency pool
vehicle is not available) must use a temporary fleet vehicle when available.
The Department of General Services (DGS), Bureau of Vehicle Management,
manages a fleet of vehicles for temporary use by commonwealth agencies.
Refer to Management Directive 615.1, Temporary Assignment of
Commonwealth Automotive Fleet Vehicles.
Temporary fleet vehicles include Voyager fuel cards and EZPass transponder.
Fuel and turnpike fees are included in the daily rate. Temporary fleet vehicles
must be refueled using the Voyager card. Reservations for temporary fleet
vehicles must be made electronically via the DGS website at
http://www.dgsweb.state.pa.us/ExtraNetPortal/apps.aspx.

2.2

Car Rental. If a temporary fleet vehicle is not available, commonwealth
employees must choose the least expensive option between a rental vehicle
or mileage reimbursement for use of their personal vehicle.
The
commonwealth has arrangements with preferred commercial rental car
suppliers, that will provide rental vehicles to commonwealth employees. Car
rentals must be used when it is determined that: 1) a temporary fleet vehicle
is not available and 2) renting a car is the least expensive form of
transportation.
A worksheet and car rental rates are available at
www.travel.state.pa.us to help commonwealth travelers determine the least
expensive means of ground transportation. An employee who does not
choose the least expensive option may not be reimbursed or fully reimbursed.

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Car rentals must be reserved through the online booking tool and the
preferred vendor. Commonwealth travelers, who do not have access to the
online booking tool, must reserve with the contracted travel agency or have
an agency assigned travel arranger make arrangements for them by using the
online booking tool or call the contracted travel agency. Commonwealth
travelers that do not have an assigned SAP identification number are not
permitted to arrange their own travel. Travel arrangements must be made by
an agency assigned travel arranger or designated commonwealth employee.
Commonwealth travelers who are 21 years or older and have a valid driver’s
license may operate vehicles under the agreement. For 15 passenger vans
the minimum age is 25.
Approved rental car sizes are economy, compact, or intermediate (midsize),
including hybrids. Other vehicle types require business need justification.
Upgrades to other vehicle types are permitted so long as there is no
additional cost to the commonwealth.
Vehicle rental rates do not include fuel and travelers must decline optional
fuel offerings. The commonwealth traveler must refuel the rental vehicle
prior to returning it to the rental car supplier with an equal amount of fuel as
when it was picked up.

Manual 230.1 Amended

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Collision damage waiver insurance and liability insurance are included in the
commonwealth rates.
Commonwealth travelers, at their option, may
purchase personal accident and personal effects insurance coverage;
however, the commonwealth will not reimburse these expenses.
The rental receipt and car rental
reimbursement submission of receipts.
2.3

contract

must

be

included

with

Personal Automobile. A commonwealth employee is only authorized to use
his or her personally-owned vehicle, when: 1) it is the least expensive option
(See Section 2.2, above.) and no temporary fleet vehicles are available OR 2)
the supervisor determines in writing that use of the least expensive option is
clearly not efficient. Employees are to secure supervisory authorization for
use of a personally-owned vehicle in advance of such use.
When an
employee is authorized to use a personally-owned vehicle, the employee will
be reimbursed at the higher Privately Owned Vehicle Reimbursement Rate
established by the U.S. General Services Administration (GSA) in effect on the
date(s) of travel. The current rate is listed at BCPO website. When the GSA
rate changes, the commonwealth reimbursement rate changes with the same
effective date.

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If an employee chooses to use his or her personally-owned vehicle but is not
authorized to do so, the employee shall only be reimbursed at a rate equal to
the lowest U.S. Government’s General Services Administration Privately
Owned Vehicle Mileage Reimbursement Rate as found in the Federal Travel
Regulation Bulletin.

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Mileage traveled by commonwealth travelers between their residence and
headquarters is considered commuting miles. Commuting costs are not
reimbursable. Commonwealth travelers who are required to travel from their
residence to a temporary worksite will be reimbursed either from their
residence or their office headquarters, whichever distance is shorter.

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2.4

Shuttles and Public Transportation. When traveling by air or train,
commonwealth travelers should use shuttle services or public transportation
when such options are available and less expensive than other means of
ground transportation.

2.5

Train. Coach class is the only approved service when traveling by domestic
Amtrak train. Amtrak is encouraged when traveling to/from Harrisburg,
Philadelphia, New York City and Washington DC and a cost savings is realized.
Other cities served by Amtrak should be considered when there is a savings.
Amtrak tickets must be reserved directly through Amtrak at www.amtrak.com
or telephone and paid for with a corporate travel card or personal card.
Amtrak passes are available for frequent trips.
International rail passes and point-to-point tickets must be reserved through
the contracted travel agency prior to departure.

Manual 230.1 Amended

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SECTION THREE: LODGING
3.1

Lodging Expense. Commonwealth travelers should expect services and
accommodations that are safe and comfortable, not lavish or extravagant.
Commonwealth travelers on official commonwealth business are allowed
lodging expenses when their destination is located more than 50 miles from
both their headquarters and residence. Written pre-approval from an agency
head or designated deputy must be obtained when lodging is required within
this 50 mile radius. The approval must be submitted with the commonwealth
traveler’s receipts when requesting reimbursement.
Lodging expenses are reimbursed at actual cost within prescribed limits.
Detailed receipts from the lodging property are required.
Upgraded accommodations that are an additional charge are not allowed. A
complimentary upgrade must be noted on the TER.

3.2

Booking. Lodging arrangements must be made through the commonwealth’s
online booking tool. Individuals who do not have access to the online booking
tool must book their lodging with the contracted travel agency or have an
agency assigned travel arranger make arrangements for them by using the
online booking tool or call the contracted travel agency. Commonwealth
travelers that do not have an assigned SAP identification number are not
permitted to arrange their own travel. Travel arrangements must be made by
an agency assigned travel arranger or designated commonwealth employee.

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When available, commonwealth travelers must choose a commonwealth
preferred property. Choosing a non-preferred property requires a business
related justification. If a preferred property is not available, then a state
government, unspecified government rate or lower must be confirmed at the
time of reservation. The maximum allowable lodging rate for that destination
must be adhered to.

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Commonwealth travelers are not required to stay in tourist class properties to
obtain a lower rate.
3.3

Maximum Allowable Lodging Rate. The commonwealth’s maximum per
night lodging rates follow GSA maximum allowable lodging rates excluding
taxes. Commonwealth travelers will only be reimbursed for actual expenses
incurred, within the maximum allowable rate.
International maximum per night lodging rates can be found on the U.S.
State Department website at http://aoprals.state.gov.

Manual 230.1 Amended

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In instances where obtained lodging is not within the maximum GSA lodging
rate, specific business justification is required. If an audit determines that the
lodging could have been obtained within the maximum allowable rate, the
commonwealth traveler may be responsible for the additional cost.
Justification for booking must be imperative to the commonwealth traveler’s
official commonwealth business and must be given at the time of booking and
must be submitted with reimbursement requests.
3.4

Tax Exemption. (42 Pa C.S.A. 8522) The commonwealth is not subject to
hotel occupancy or sales taxes imposed by local or county governments. The
commonwealth is subject to state hotel occupancy tax only, (72 P.S. 7210).
Commonwealth travelers will be reimbursed for this 6%.
Commonwealth travelers must present the completed REV1220 form for tax
exemption to the hotel upon check-in. This form is available at the online
booking tool and at www.travel.state.pa.us.
These tax provisions apply only to lodging in Pennsylvania. Lodging outside
Pennsylvania is not tax exempt and all taxes are reimbursable.

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Form of Payment. All lodging must be guaranteed with a credit card at the
time of booking to hold the reservation. Commonwealth travelers who do not
have a credit card and qualify to use the agency lodging card for payment
must make reservations through the contracted travel agency following
procedures outlined at www.travel.state.pa.us; refer to Section 6.2, Agency
Lodging Card.

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Lodging payment is made at the time of check-in. Corporate travel cards
must be used for payment when the commonwealth traveler possesses one.
If the commonwealth traveler does not have a corporate travel card, other
acceptable forms of payment are the agency lodging card, personal credit
card, or cash.
3.6

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Cancellation. Commonwealth travelers should avoid nonrefundable rates. It
is the commonwealth traveler or agency assigned travel arranger’s
responsibility to understand the cancellation rules of the room confirmed.
Nonrefundable rates cannot be changed or cancelled; therefore, the
commonwealth traveler is accepting the risk of a non-reimbursable
cancellation fee.
Commonwealth travelers must cancel lodging arrangements according to the
property’s cancellation policy. No-show charges and penalties will not be
reimbursed when the commonwealth traveler does not cancel reservations
within the allotted time.
In the case of an emergency, when all efforts have been taken, and a fee is
still charged, an exception must be requested from BCPO to have the fee
reimbursed.

Manual 230.1 Amended

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Conference Lodging. Conferences are not always confirmed at the lowest
rate or a government rate. The commonwealth traveler is required to
attempt to find lower cost lodging when the conference rate is higher than the
maximum allowed lodging rate. That effort shall consist of attempting to
obtain a lower rate at the same property or obtaining a lower rate at an
alternative property within close proximity. Booking requirements (refer to
Section 3.2, Booking) must be adhered to.
When required to book with a
hotel directly, and the rate is in an acceptable range, the commonwealth
traveler may book through the conference or hotel directly.
When the conference does not have an official hotel, the commonwealth
traveler is required to obtain a property within reasonable proximity to the
conference at or below the maximum allowed rate, using preferred properties
when possible. Additional transportation cost, if not staying at the conference
headquarters, should be considered in the evaluation.
When it is required by the conference for an attendee to stay at a particular
property and/or confirm the accommodations through the organization, the
commonwealth traveler must include documentation of this requirement
(such as the registration instruction sheet) with the receipt submission when
requesting reimbursement.

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When an agency is hosting a conference, the agency assigned travel arranger
must attempt to use a preferred hotel if it meets their conference and
rooming needs by contacting the hotel’s sales department. If a non-preferred
hotel is utilized, refer to Section 3.3, Maximum Allowable Lodging Rate.
Information about procedures for booking a group is available on
www.travel.state.pa.us.
3.8

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Extended Stay. Commonwealth travelers who are required to work away
from their residence or primary worksite for 60 days or more may enter into
an extended stay lodging agreement. Requests must be approved in advance
and submitted through BCPO for approval. (For additional information and
agency procedure, contact your agency head.) Failure to obtain approval
prior to entering into a lodging agreement will result in the employee being
liable for any costs.

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Detailed justification comparing regular travel reimbursement and alternative
lodging costs must be provided. The commonwealth’s preferred extended
stay properties and rates must be included in the comparison where available.
Reimbursement will be limited to lodging, necessary utilities (cable and phone
are excluded), and mileage or transportation costs for a biweekly roundtrip
between the worksite and the commonwealth traveler’s permanent residence
or headquarters. Subsistence expenses are not allowed. Mileage is not paid
between lodging and temporary worksite.

Manual 230.1 Amended

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SECTION FOUR: SUBSISTENCE
4.1

General. Allowances for subsistence are not flat rates and only amounts
actually expended may be claimed.
Reimbursement is subject to the
limitations set forth in this section.
Subsistence is not allowed for commonwealth travelers who have been
granted extended stay lodging agreements.
Reimbursement for alcoholic beverages is prohibited.

4.2

Reimbursement Amounts. Employees who are not in travel status should
refer to their collective bargaining agreements/memoranda of understanding
for guidelines with regard to when and at what rates subsistence
reimbursement may be available. Commonwealth travelers who are not
represented by a union may be reimbursed for a meal up to $8.00 if they are
50 miles or more from their residence and headquarters; and work more than
two hours past their regular shift. Commonwealth travelers who are less than
50 miles away may be reimbursed for a meal up to $8.00 if they are required
to work two hours past their regular shift and are given less than two hours
notice of the requirement.

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Commonwealth travelers in overnight travel status on official commonwealth
business may be reimbursed for meals, including tax and tips; the maximum
reimbursement is not to exceed maximum GSA overnight subsistence
allowance in a 24 hour period. The 24 hour period begins upon departure
from home or headquarters, whichever is applicable, on official travel status.
or
www.travel.state.pa.us
Detailed
information
is
available
at
http://www.gsa.gov.

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When the overnight travel encompasses a portion that is less than 24 hours,
the subsistence reimbursement is limited up to 12.5% of the maximum daily
reimbursement rate per full three hour period.
Commonwealth travelers who are provided meals during the course of their
travel must deduct a corresponding meal rate from the maximum daily meal
reimbursement rate of their subsistence reimbursement claim for each meal
provided: 22% breakfast; 22% lunch; 56% dinner or the corresponding
equivalent in a high-cost area.
Meals include those provided by hotels, meetings, conferences or any other
source. Meals classified as continental breakfast do not need to be deducted.
When a meal is provided in the cost of the hotel room and the commonwealth
traveler opts to eat elsewhere, reimbursement for that meal will be made
within the prescribed maximum daily meal reimbursement rate.

Manual 230.1 Amended

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4.3

High Cost Area. Increased subsistence allowances are available in locations
designated as high-cost areas. Subsistence allowances for these areas follow
the GSA Meals and Incidental Expenses table. Information is available at
The commonwealth will only
www.travel.state.pa.us or www.gsa.gov.
reimburse the meal portion of these allowances and will not reimburse the
incidental amounts as defined by the GSA. Incidental amounts are defined on
the GSA website.
Reimbursements for high cost areas, follow the same
guidelines in Section 4.2, Reimbursement Amounts.

4.4

Meetings. Luncheon or dinner meetings sponsored by the commonwealth
will be paid under contract; therefore, no claims for such expenses may be
presented on the TER.
Commonwealth travelers on official commonwealth business attending
luncheon or dinner meetings, not sponsored by the commonwealth, are
entitled to receive reimbursement for actual costs incurred with complete
justification for incurred expenses that must be included with the submission
of the TER.
Justification includes matching receipts, approved expense
verification methods, and when required, explanations in the corresponding
comments section in the TER, provided that:

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o

o

The meal is an integral part of the meeting.

o

The meal is served at the same establishment that hosts the meeting.

o
4.5

The luncheon or dinner meeting is planned in advance and includes
persons not employed by the commonwealth.

The purpose of the meeting is to discuss business and the nature of
the business is stated on the TER.

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Subsistence Expense Incurred on Behalf of Others. Agency heads are
authorized to incur reasonable expenses on behalf of others. Agency heads
are also authorized to incur reasonable subsistence expenses on behalf of
others and to approve reasonable subsistence expenses incurred by their
deputies on behalf of others when the expenses are incurred as part of a
business meeting under the following circumstances:
o

The purpose of the meeting is to discuss official commonwealth
business.

o

The meeting includes either persons not employed by the
commonwealth or employees of other commonwealth agencies whose
attendance is relative to the official commonwealth business being
conducted.

o

The meal is an integral part of the meeting.

Manual 230.1 Amended

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Commonwealth travelers covered by this section, such as employees required
to transfer patients or prisoners, are at times required to spend money in the
course of their official duties to satisfy expenses incurred on behalf of others.
Agency heads are responsible for submitting to BCPO, a list of employees
eligible to incur expenses on behalf of others under this section.
Complete justification for incurring expenses must be included on the TER.
Justification shall include:
o

A list of names, positions, and agencies of individuals for whom the
expenses were incurred.

o

An explanation of the circumstances requiring expenses to be incurred
on behalf of others. Itemized receipts for the expenses incurred are
required.

Agency heads must request approval for additional agency personnel to incur
expenses on behalf of others by submitting to BCPO a request containing full
justification for the exception.

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Manual 230.1 Amended

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SECTION FIVE: TRAVEL CREDITS
5.1

Ethics. The Governor’s Code of Conduct, 4 PA Code 7.151, and the Public
Official and Employee Ethics Act, 65 Pa.C.S.A. §1101 et seq., prohibit the
acceptance, retention, or use of personal travel/products/services by
commonwealth travelers and appointed officials of promotions and offers
including; but not limited to, frequent flyer credits, discount car rentals, hotel
promotions, award certificates, bonus flights, reduced fare coupons, denied
boarding compensation, cash, merchandise, or gifts obtained in the course of
official commonwealth business.

5.2

Frequent Flyer Guest Programs. Commonwealth travelers on official
commonwealth business may open and maintain frequent flyer/guest
accounts with airlines, hotels, car rental companies, train service and other
travel suppliers. Any credits, promotions, certificates, or other considerations
earned in these programs must be used for official commonwealth travel.
Commonwealth travelers may not select a travel supplier based on the
benefits of the frequent traveler program.

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5.3

Credit Card. Commonwealth travelers may not use a personal credit card in
place of the commonwealth corporate travel card or agency airline card in
order to gain benefits from their credit card company.

5.4

Other Compensation. Commonwealth travelers on official commonwealth
business who receive vouchers for denied boarding must use those vouchers
for future commonwealth travel. If the voucher is transferable, the voucher
can be used by another commonwealth traveler of the agency who is
traveling on official commonwealth business.

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Commonwealth travelers on commonwealth business who receive
compensation for any customer-service-related issue must use that
compensation in the course of conducting official commonwealth business.

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SECTION SIX: PAYMENT
6.1

Agency Airline Card.
airline charges.

Each agency has an assigned purchasing card for

All air transportation is billed to the agency airline card automatically when
reserved via the online booking tool or the contracted travel agency.
Commonwealth travelers are not permitted to use their corporate travel card
or personal card for air flights.
BCPO reconciles monthly airline card billings to the airline usage report.
Agencies review monthly billings and report discrepancies to the Office of the
Budget, Office of Comptroller Operations, Bureau of Commonwealth
Accounting; which works with agencies to resolve discrepancies.
Payments to the agency airline card issuer will be made centrally from the
purchasing fund.
Agencies reimburse the purchasing fund via cost allocation in SAP at the end
of each billing cycle. Agencies must ensure fund availability for the cost
allocation process.
6.2

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Agency Lodging Card. Each agency has an assigned purchasing card for
overnight lodging and tax charges. Monthly charges are paid through the
purchasing fund and cost-allocated back to the agency. Physical cards are in
the possession of COTO, who is the secondary cardholder. The use of the
agency lodging card for payment to the hotels must be authorized by COTO.
Instructions for requesting the use of the agency lodging card are available on
www.travel.state.pa.us.

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Each agency must designate a staff member to be the primary cardholder.
The responsibilities of this person include the oversight and reconciliation of
charges to the card. The agency is responsible for disputing any unauthorized
charges with the lodging vendor. Charges on the monthly statement should
be supported by the reservation confirmations and/or reports from the
contracted travel agency.
The agency lodging card can be used only for lodging costs and applicable
taxes. Incidental expenditures remain the responsibility of the commonwealth
traveler. A commonwealth traveler who chooses not to use the agency
lodging card may use a personal card for payment.
The agency lodging card can be used for payment of
commonwealth travelers on official commonwealth business by:

lodging

for

o

Groups of ten or more overnight rooms at the same hotel during the
same time;

o

An employee who does not have a corporate travel card and is
traveling to a one time event;

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o

An employee who travels less than four times in a one-year period and
does not have a corporate travel card;

o

An employee awaiting the issuance of a corporate travel card;

o

Commonwealth travelers not employed by the commonwealth, such
as; board members, or commissioners, or witnesses.

All costs charged to the agency lodging card will default to General Ledger
account “6311010, Travel – Lodging”. The agency must provide to the Office
of the Budget, Office of Comptroller Operations, Bureau of Financial
Management default coding to be used, such as cost center, SAP fund,
internal order number, or Work Breakdown Structure (WBS) element.
COTO approves or declines the use of the agency lodging card, and notifies
the agency. Upon approval, COTO will notify the hotel and advise the agency
that the payment is confirmed.
COTO will provide commonwealth traveler names and other pertinent
information to BCPO. BCPO will match the information against the TER to
ensure compliance with applicable policies.
6.3

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Corporate Travel Card. Participation in the corporate travel card program is
mandatory for employees expected to be in overnight travel status four or
more times each year. It is strongly recommended that any employee eligible
to receive a corporate travel card should do so if they expect to travel on any
official commonwealth business. The card issuer will issue corporate travel
cards.

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Employees can use their cards only while in travel status and only for
authorized business purposes.

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Corporate cards will be suspended or canceled for misuse or nonpayment:
o

Employees who use the corporate travel card for personal purposes.

o

Employees whose uncontested corporate travel card charges become
61 days past due.

o

At 91 days past due delinquent charges and late fees of management
employees will be subject to recovery procedures. BCPO will withhold
the maximum amount allowable from the employee’s paycheck each
pay period, up to the total amount. BCPO will forward amounts
withheld to the card issuer until the debt is paid in full.

Employees whose cards have been cancelled are not eligible to utilize any
other commonwealth payment method. Such employees may also be subject
to disciplinary action. The bank will not reinstate canceled cards. Late fees
are not reimbursable.
Agency heads will establish procedures to ensure compliance with policy and
appoint agency coordinators.

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The Office of the Budget, Office of Comptroller Operations, Chief Accounting
Officer will appoint a program administrator.
Supervisors will:
o

Within five work days of receipt of notification of an employee who is
91 days delinquent, advise employee by memorandum the corporate
card account is 91 days past due and schedule in-person or telephone
meeting to review.

o

Question employee regarding whether debt is uncontested, whether
employee has received commonwealth reimbursements to which
employee is entitled, and what arrangements employee has made with
card issuer for payment of the debt. Depending upon the employee’s
answer, proceed as follows:
-

If debt is uncontested, employee has received eligible travel
expense reimbursements, and employee has neither paid
charges nor made arrangements with card issuer for payment,
issue written reprimand and provide copy to agency
coordinator.

-

Inform management employee that outstanding charge
amounts due will be recovered from management employee’s
paycheck.

-

If debt is contested, contact card issuer to ascertain status of
adjustment due.

-

If arrangements for payment have been made with card issuer,
contact card issuer to confirm that arrangements are
satisfactory.

-

If eligible reimbursements have not been received, contact
BCPO, Travel and Payroll Accounting Services Division, Travel
Audit Section, to ascertain status of outstanding TER requests
and if they were timely filed.

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Agency Human Resources Office will:
o

Recover cards from terminated employees, and forward to agency
coordinators.

o

Impose discipline in accordance with policy.

o

Begin recovery of uncontested delinquent balances from management
employees.

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Agency Coordinators will:
o

Ensure employees are aware of the card availability and understand
the program.

o

Distribute and process applications and information.

o

Review applications for completeness and accuracy.

o

Cosign and mail applications.

o

Update and distribute cardholder lists to all agency bureaus and
human resources offices.

o

Monitor reports of personal use by employees.
-

On third infraction, recover the corporate travel card, and
inform issuer that employee’s card privileges have been
canceled.

-

Inform BCPO, Travel and Payroll Accounting Services Division,
Travel Audit Section, employee is not eligible for travel
advances.

-

o

Contact employee using appropriate letter.

Notify BCPO, employee’s Bureau Director, COTO, and the
employee that the employee is no longer eligible for any other
commonwealth payment method.

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Monitor delinquent accounts. Inform cardholder and supervisor of
delinquent status and policy on cancellation of corporate travel card:
-

Accounts 61 days past due - Confirm that employee has
submitted TER and has been reimbursed for eligible expenses.
Advise employee that payment for uncontested
charges must be made at once.
Advise employee that card privileges will be
suspended or terminated for non-payment of
uncontested charges.
Advise employee that disciplinary action may
result unless arrangements are made to pay the
amount due.
Confirm contact with employee by completing
and sending appropriate letter to employee,
employee’s supervisor, and agency human
resources office (keep a copy in coordinator’s
file).

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Accounts 91 days past due – Send appropriate letter to inform
the employee’s supervisor of the delinquency, including the
amount delinquent, with copy to agency human resources
office. Inform the supervisor that the delinquent card has been
canceled and that the supervisor should contact the employee.

Cardholders will:
o

Complete application for the corporate travel card and forward to
agency coordinator.

o

Safeguard corporate travel card.

o

Follow corporate travel card policy and abide by terms and conditions.

o

Pay uncontested billings when due in full (prior to the beginning of the
next billing cycle).

Office of the Budget, Office of Comptroller Operations, Bureau of Financial
Management will:

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o

Act as program administrator.

o

Approve designee(s) as agency coordinator(s).

o

Coordinate training as required.

o

Develop, in conjunction with the Office of Administration; the Office of
the Budget, Office of Comptroller Operations, Chief Accounting Officer;
and agency coordinators, guidelines for actions on delinquent
accounts.

o

Prepare monthly delinquency reports for distribution to agency
coordinators.

o

Monitor actions taken by agencies on delinquent accounts and report
to the Office of the Budget, Office of Comptroller Operations, Chief
Accounting Officer when agency actions fail to produce acceptable
results.

o

Assess and report on program effectiveness.

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Office of the Budget, Office of Comptroller
Commonwealth Payroll Operations will:

Operations,

Bureau

o

Develop and implement procedures to support responsibilities.

o

of

Reimburse employees in accordance with policy.

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Upon receipt of notification from agency human resources office,
withhold amounts as necessary from management employees, and
forward payments to the card issuer.
Inform employee and
employee’s supervisor of appropriate dates and amounts to be
withheld.

Sample letters referenced in the above section are available at BCPO website.
6.4

Cash Advance. Employees are expected to provide sufficient funds to defray
current expenses. Cash advance is to be considered only after all other
avenues of payment are explored and exhausted. Cash advance will not be
issued to a employee with a corporate travel card.
Cash advance may be made from advancement account to individual
employee in active pay status. Approval is requested through SAP to BCPO
and must be submitted a minimum of ten business days prior to travel.
Justification must include a breakdown of all costs.
Advance will not be made for less than $500.00. Cash advance will not be
granted for subsistence only. Upon approval by BCPO, the cash advance will
be provided no more than five business days before the travel date. No more
than two advances are allowed per calendar year.

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Employee must return the advance or submit a TER within 30 days after the
end date of travel. Failure to do so will be reported to the agency and the
employee will be subject to disciplinary action. Open advances that are 180
days after the date of travel will be deducted from the employee’s pay. Upon
termination, open advances will be deducted from the employee’s final pay.
If recovery cannot be made at that time, with the approval of the agency
legal office, outstanding advances will be deducted from retirement benefits.

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Receipts are required for all expenses paid for with the advance. A personal
check or money order made payable to the Commonwealth of Pennsylvania
for amounts advanced in excess of actual expense must be submitted to
BCPO.

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SECTION SEVEN: REIMBURSEMENT
7.1

General.
Commonwealth travelers are expected to exercise good
stewardship of funds when traveling on official commonwealth business.
Commonwealth travelers on official commonwealth business will receive
reimbursement of actual expenses incurred in the performance of their duties
within prescribed maximums. Complete justification for travel expenses must
be included with the submission of the TER. Justification includes matching
receipts, approved expense verification methods, and when required,
explanations in the corresponding comments section in the TER.
Any
expenditure disallowed by BCPO is the responsibility of the employee.
For assistance with TERs contact travel audit help desk at 800-824-0626 or
[e-mail].

7.2

Reimbursement Claim. All commonwealth travelers who travel on official
commonwealth business must submit for reimbursement of expense in SAP a
TER that includes justification. The TER is routed for agency approval and
submitted to BCPO. Reimbursement is authorized once all required travel
justifications are submitted to BCPO. Commonwealth travelers who do not
have an SAP ID must submit a paper TER to BCPO with complete justification.
Commonwealth travelers with an SAP ID are required to submit a TER with
complete justification when submitting a TER for approval.

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Commonwealth travelers are responsible for ensuring that expenses claimed
in the TER are proper, accurate, and incurred in official commonwealth
business. A commonwealth traveler who knowingly presents a false or
fraudulent claim may be subject to penalties under criminal statutes.

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Supervisors must review and approve TERs submitted by commonwealth
travelers to ensure the necessity, propriety, and accuracy of the travel
expense.
Supervisors must review all justification for TERs. Failure to
exercise care in the review and approval of travel expenses may result in
disciplinary action.

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Submission of a TER must occur within 60 business days of the date of travel.
Reimbursements paid more than 60 business days past the last date of travel
are generally considered taxable income by the IRS, and may be reported as
such. Travel expenses are reimbursed by the commonwealth within 15
business days of BCPO receiving an approved TER with all applicable
attachments and receipts.
7.3

Third Party Reimbursement. Commonwealth travelers must indicate on
the TER that a third party reimbursement is expected. All commonwealth
travelers that are reimbursed by non-state funds must have the vendor remit
payment to BCPO. Checks received are not to be cashed but must be
endorsed payable to the Commonwealth of Pennsylvania and submitted to
BCPO immediately.

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Commonwealth travelers must include a copy of the invoice being sent to the
vendor or some official form of documentation showing the reimbursement
agreement along with their receipts. BCPO will audit for the receipt of the
reimbursement due.
7.4

Justification. Justification includes matching receipts, approved expense
verification methods, and/or when required, explanations in the
corresponding comments section in the TER. For commonwealth travelers
whose TER is processed through SAP or an agency assigned travel arranger,
justification must be in electronic format.
All expenses in which a receipt is normally received must include the following
information on the receipt:
o

Name and address of the vendor

o

Date of service

o

Description of service

o

Amount paid for each individual item

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Credit card slips and statements are not acceptable in lieu of receipts.

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Expense verification method includes BCPO-3302, Declaration of Missing
Receipt, which may be used for:

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o

Vending machine subsistence, parking meter, or unmanned toll booth
expense, when a receipt is not provided. A complete explanation is
required.

o

Situations when it is impossible to secure a required receipt. These
instances should be rare and will require the commonwealth traveler to
first contact the vendor to obtain a receipt. A complete explanation of
the situation and follow up efforts is required on the BCPO-3302,
Declaration of Missing Receipt.

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Additional information is required on the TER in these situations:
o

When driving on commonwealth business, commonwealth travelers
must enter daily starting and ending locations or a location specific
enough for an auditor to validate the distance traveled.

When claiming miscellaneous expenses, commonwealth travelers must
provide an explanation of the item.
When requesting reimbursement for out-service-training travel, agency
approval must be included with complete justification when submitting to
BCPO.
7.5

Audits. Travel and subsistence expenses are subject to audit by BCPO, who
may ask for additional documentation to complete the claim.

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Travel arrangements that are not compliant with commonwealth travel policy
will be subject to review and audit. Justifications for expense will be reviewed
and may be subject to clarification.
The audit will include reviewing the propriety of the expenses incurred. For
patterns of unusual claims, agencies and/or BCPO may require additional
approvals or documentation for future claims.
7.6

Miscellaneous Expense.
Baggage:
o

Baggage handling and gratuities are limited to reimbursement of $1.50
per piece.

o

Fees for baggage check with airlines will be reimbursed at the actual
expense and are limited to the first checked bag. Any additional
baggage is conditional on a traveler’s job function and less expensive
alternative avenues of transportation (such as sending the supplies
ahead via shipping). A receipt and explanation is required with the
TER.

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International Travel: With proper documentation, justification, and approval
the commonwealth will reimburse:

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o

Commission for currency conversion or traveler checks when deemed
necessary.

o

Services of guides, interpreters, packers, or drivers when deemed
necessary.

o

Fees for the issuance of passport or visa, inoculations, and affidavits
when required for business international travel.

o

Other optional airline fees are not reimbursable, including advance
seat reservation fees, internet, snacks, and any other fees imposed by
the airline that are not essential to air travel.

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