2022 ABC Board Minutes - Laserfiche WebLink

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• Advances must be deducted from the reimbursement request on the travel expense report. Requests for reimbursement and documented expenditures shall be submitted within 30 days after the travel period(pursuant to G.S. 138-6(e)) or June 30, whichever comes first. Regularly scheduled travel • Travel advances for employees who travel each month may be made through an annual advance of funds equal to the average monthly expense. • All reimbursement requests shall be filed and paid monthly for incurred expenses and the advance must be repaid as of June 30 annually or earlier if required by the agency. • If it is determined that the monthly reimbursement has averaged less than the annual advancement,the advance must be reduced to the newly established amount. 5.2 Travel Policies for State Employees 6.2.1 Subsistence Rates for Lodging and Meals Employees are eligible for subsistence allowances when in travel status. Subsistence is an allowance related to lodging and meal costs (including gratuities)Q.S. 13 8-6 . Travel status means being away from the employee's normal duty station or home and,while traveling,the employee must be acting in his/her official capacity as required by his/her work activities. Standard State Subsistence Rates For the 2021-23 biennium,the standard state reimbursement rate for meals and lodging (subsistence)is $120.20 for in-state travel and$137.30 for out-of-state travel. The Director of the Budget revises the subsistence rate on July 1 of each odd-numbered year based on the percentage change in the Consumer Price Index for All Urban Consumers(G.S. 138-6(aNs)). The payment of sales tax, lodging tax,local tax,or service fees applied to the cost of lodging is allowed in addition to the lodging rate and is to be paid as a lodging expense(G.S. 138-6(a)(3)). The employee may exceed the part of the ceiling allocated for lodging without approval for over- expenditure provided the total lodging and food reimbursement the employee is entitled to for that day does not exceed the maximum allowed daily subsistence G.S. 138-6(a)(3)l. Conditional Authorization for Federal GSA Subsistence Rates Agency heads may choose to reimburse lodging and meals expenditures at the standard state subsistence rates or request authorization to set agency-specific rates up to the U.S. General Service Administration's(GSA)subsistence rates. To be granted conditional authority to set agency-specific subsistence rates (not to exceed the federal GSA rates)the agency head shall implement internal travel policies, publish them on the