Iowa Admin. Code r. 11-41.5 - Mode of transportation
(1)
Airline travel accommodations. When the administrative head of
the agency or the designated representative determines that airline travel is
the most economical or advantageous to the state, the use of airline travel may
be authorized. The most economical mode of airline travel is considered to be
coach or economy class, if available.
(2)
Train travel. In cases
where train travel is utilized, the most economical mode shall be considered
coach fare, if available.
(3)
Purchase of tickets.
a.
Agencies shall develop internal policies so that agencies purchase or direct
their employees to purchase tickets from the source determined by the agency to
be the best value.
b. For all other
tickets purchased, it shall be the employee's responsibility to purchase the
ticket for whatever mode of transportation that is determined to be the most
economical. Reimbursement will be made by attaching a receipt to the employee
travel voucher. Refunds received on any unused portion of the ticket shall be
shown and deducted from the original ticket.
(4)
Use of privately owned
vehicle. Authorized use of a privately owned vehicle for travel on
official state business will be subject to rule
11-103.4 (8A).
a.
In state. Where use of a
privately owned vehicle is authorized by rule
11-103.4 (8A), reimbursement
shall be on a mileage basis at a rate established by the director pursuant to
Iowa Code section 8A.363. Reimbursement for travel
at the official domicile will be reimbursed at a rate (established by the
director pursuant to Iowa Code section 8A.363) per mile if the purpose of the
travel is official business. The per-mile reimbursement includes all costs
incurred in connection with the operation of the vehicle.
b.
Out of state. If the
traveler desires to use a personally owned vehicle instead of common carrier
and it is authorized by the administrative head of the agency or the designated
representative, the cost of mileage (not to exceed airfare) to the
destination's nearest air terminal, plus expenses incurred to final destination
and subsistence allowance en route will be allowed. Out-of-state subsistence
allowance will be allowed only for the number of meals and nights lodging which
would have been necessary had the traveler used the available public
transportation to destination instead of a private vehicle. Taxi or mileage
expenses will be allowed at the destination if the expenses are incurred while
the traveler is on official business.
If two or more travelers on official business travel in one privately owned vehicle instead of common carrier, the use of one vehicle may be authorized on a mileage basis not to exceed the statutory limit per mile.
(5)
Mileage while on temporary duty assignment. In general,
mileage for use of privately owned vehicles may be allowed for travel within
the area of temporary duty, if approved by the administrative head of the
agency , provided a state-owned vehicle is not available. When a privately owned
vehicle is authorized in the transaction of official business within the area
or in the vicinity of the city to which the traveler is assigned or directed,
the traveler shall show on the travel claim the number of miles of vicinity
travel for each.
(6)
Assignment of more than one employee to a vehicle. In
authorizing the use of privately owned or state-owned vehicles, the
administrative head of the agency or the designated representative shall,
whenever possible, assign more than one employee to the use of one
vehicle.
(7)
Verification
of mileage. The travel shall be by the usually traveled route. Mileage
shall be based on published mileage. Any variation from the published mileage
should be documented in writing.
(8)
Use of buses, street cars,
limousines and rental cars. When buses, street cars, limousines, or
rental cars are used for official travel within the official station or city to
which a traveler is directed, the traveler shall show the cost of the fares in
the "miscellaneous" column of the travel voucher.
(9)
Abode and point of duty in
interstate travel. Insofar as official interstate travel is concerned,
the employee's hotel may be considered a point of official duty.
(10)
Taxicabs. Taxicab
charges shall be allowed only from regular domicile or place of business to
station or other terminal; from station or terminal at origin of destination of
trip to hotel or domicile or place of business; or between bus, rail or plane
stations or terminals or other points of official duty.
(11)
Home-travel from and
to. Actual taxi or common carrier fares shall be allowed for
transportation directly from home of traveler to railroad, bus or airport
terminals at the beginning of official travel status and for transportation
directly from railroad, bus or airport terminals to home of traveler at
conclusion of official travel status. The maximum reimbursement will be the
current cost of taxi fare from the capital to the Des Moines airport.
(12)
Rental or charter of special
conveyances. The rental or charter of aircraft, automobiles, boats,
buses, or other special conveyances shall be held to a minimum but may be
authorized in those cases when no public or ordinary means of transportation is
available, or when such public or ordinary means of transportation cannot be
used advantageously in the best interest of the state. Specific justification
shall accompany the voucher in each instance where the use of special
conveyance is authorized and shall include information such as the location
where special conveyance commenced, and the points visited. The department of
administrative services , state accounting enterprise , may require a comparison
of costs between public or ordinary means of transportation compared to the
cost of special conveyance.
Notes
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