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Travel reimbursement information

This section will provide information on travel reimbursement policy and procedures, including required forms, general rates, and contact information for travel arrangements and approvals.

All State Traveler's seeking reimbursement should incur the lowest reasonable travel expense. Exercise care to avoid impropriety or the appearance of impropriety, including the public perception that a business trip has been taken for personal reasons. Public funds may never be used for personal gain. If a circumstance arises that is not specifically addressed, either the most conservative course within the spirit of this policy shall be adopted or consultation for guidance with the Department shall be pursued. If an employee believes they require accommodation under the American Disability Act (ADA) written documentation from their agency's State Personnel Department representative will be required to support the request. Financial Management Circular 2016-2 Section 6-4: State Traveler

General Out-of-State Travel Submission Criteria

  1. All applicable criteria below must be complete at the time of submission to be considered for review and approval. Failure to submit all completed documentation requirements thirty (30) days before the Departure Date may result in the State Traveler not being approved by the Departure Date. If the Travel Coordinator is waiting specifically on the event's finalized agenda to finalize the Travel Request packet, the Department will accept substitute documentation for that particular item to illustrate an agenda will not be available until less than thirty (30) days before Departure.
  2. State Travel is designed to reimburse a person's expenses when on State Business as compliant within this Policy and allowing up to one (1) day of travel time the day before and up to one (1) day of travel time the day after the meeting, depending on actual circumstances, as approved by the Department.
  3. Travel status should not start prior to, or end after, the normally required periods of time necessary to complete the official State Business.
  4. The primary purpose for travel must be State Business, but occasionally a person may be approved to take a trip that includes both personal time and business travel. The State Form 823 ("SF 823") "Authorization For Out of State Travel" must indicate the complete period of time the person will be Out-of-State, including personal time. No Out-of-State Travel will be approved if it encompasses personal leave both before and after, or in the middle of the official State Business. A State Traveler shall exercise special care not to seek reimbursement for expenses that could be construed to be personal. If vacation leave or time off is combined with any trip, the lodging and subsistence for the extra days of travel time are not eligible for reimbursement.
  5. Persons traveling to locations within four (4) hours drive time are generally expected to travel by automobile (example: from Indianapolis to Chicago). However, individual circumstances and time commitments before and/or after travel may necessitate airline use. Airline use in these circumstances must be approved by the Agency and the Department.
  6. Normally "side-trips" are not approved in conjunction with State Travel. However, special calculations are required when the travel includes "side-trips" not required for State Business. If State Business requires the State Traveler to travel from city "A" to city "B" and the State Traveler actually travels to city "C" either before or after going to city "B", the allowable reimbursement would be the prorated roundtrip commercial carrier fare actually paid between city "A" and city "B", or the map mileage times two (2) if driving a personal vehicle.
  7. When two (2) or more employees are traveling the same general route, the Department requires that only one (1) vehicle be driven if it is administratively feasible or otherwise appropriate. The Mileage Calculator provided on the State Travel website shall be used to compare and find the most cost effective mode of vehicle travel.
  8. Prior to submitting the request for Out-of-State Travel, the Agency Travel Coordinator shall be contacted regarding reservations for lodging accommodations (i.e. hotel rates from website(s), hotel documents), airfare, or other travel arrangements. Estimates must be obtained by accessing the State Travel Vendor Booking Tool or contacting the State Travel Contract Vendor.
State Travel Contract Vendor

Corporate Travel Management
Phone: (855) 416-3902
Email: intravel@travelctm.com
http://us.travelctm.com/in/

General Overview of Rates

  • Lodging: $89.00/night (payments made using a State issued travel card or direct bill are tax exempt)
  • Indianapolis Airport Parking: $9.00/day, other airports may be reimbursed at Economy/Long-term rates
  • Mileage: $0.38/mile
    • This is evaluated on a semi-annual schedule