Travel Policy FAQs
The current travel policy for Commonwealth travelers became effective January 1, 2020.
Last Updated: 6/29/2020
A: No. The ground travel worksheet is intended to provide options to those who do not have a permanently-assigned vehicle.
A: No. But, using the ground travel worksheet is advise for personal vehicle use if an employee is seeking reimbursement at the standard GSA rate in order to show such usage is the least costly option.
A: To some extent, yes. The IRS (Internal Revenue Service) considers the first trip from home and the final trip to home a commute, regardless of the first and last destinations. DGS-BVM (Department of General Services-Bureau of Vehicle Management), for the purposes of vehicle assignment, considers the fact that sometimes employees must report to alternate locations which may be further than their normal commute. By considering these additional miles as “business” miles, they are excluded from consideration for tax purposes, but are considered part of overall usage for assignment determinations.
A: Call the Department of General Services Bureau of Vehicle Management (BVM) Customer Service Division at 877-347-9966. Employees in Commonwealth vehicles who find themselves stranded should immediately phone BVM to report any vehicle breakdown. BVM personnel will arrange for vehicle towing as needed. If a stranded employee is unable to obtain transportation from the site, BVM can assist in identifying transportation. BVM has also recommended every agency develop its own after hours plan to assist their travelers, regardless of whether they are driving a state-owned vehicle.
A: Only Commonwealth officers or employees are authorized to drive state-owned vehicles. Authorized passengers are Commonwealth officers or employees or other individuals involved in the conduct of official Commonwealth business. When a hotel is authorized per travel policy and it requires valet parking, the hotel's valet may drive the state-provided vehicle in order to park it in the hotel's required parking facility.
A: As non-Commonwealth employees, contractors and consultants may not operate state-owned vehicles and may not book rental vehicles at the Commonwealth’s rates. However, contractors and consultants must consider the cost effectiveness and efficiency of ground travel options available to them, such as rental vehicles booked either through their own corporate accounts or through utilization of commercial rental car providers, when traveling for the purposes of official Commonwealth business.
A: Yes. Other individuals involved in the conduct of official Commonwealth business are authorized as passengers.
A: Children are not authorized to be passengers in state-owned or state-provided vehicles. In the event that business travel can be arranged to accommodate the drop off/pick up schedule, or that alternative arrangements can be made, the employee should utilize the least expensive ground travel option. In the event these arrangements cannot be made, the employee may have to utilize their personal vehicle and accept the lower GSA reimbursement rate.
A: Please reference Section 12, Liability and Accident Reporting in Manual 615.3, Commonwealth Fleet Procedures Manual (PDF). Additional information about insurance coverage for operators of state-owned vehicles may be obtained by contacting the Department of General Services (DGS) or visiting the Vehicle Maintenance and Accidents page on the DGS website.
A: Determination as to assignment and/or use of a state-provided vehicle (rental or state-owned) or use of a personally-owned vehicle in this circumstance will be made through a coordination of the employee, his or her agency Disability Services Coordinator (DCS), and the Bureau of Vehicle Management.
A: Determination as to assignment and/or use of a state-provided vehicle (rental or state-owned) or use of a personally-owned vehicle in this circumstance will be made through a coordination of the employee, his or her agency Disability Services Coordinator (DCS), and the Bureau of Vehicle Management.
A: Employees do have the option to use their privately-owned vehicle for business travel in this situation; however, if it is not the least expensive option, the employee may only be reimbursed at the lower GSA reimbursement rate.
A: Yes. State employees may use a personally-owned GPS (Global Positioning System) in a state-provided vehicle although permanent installation is not permitted.
A: Employees in travel status may use a state-owned or state provided vehicle to travel to meals and to other necessities when away from their residence on official Commonwealth business. This could include travel to pick-up dry cleaning, medications, and other personal care items. Sightseeing and travel to entertainment complexes that is not part of an official business agenda is not authorized.
A: No. Only Commonwealth property is covered by the state’s insurance. Loss or damage to personal items carried in a state-owned or state-provided automobile may be covered by the personal insurance of the employee (vehicle or homeowner).
A: The Department of General Services (DGS) Bureau of Vehicle Management (BVM) will work with agency employees who qualify for and require a state-owned vehicle for business travel but who cannot maintain a vehicle at their residence.
A: No, only state employees who require a firearm as part of their state job duties may do so (parole officer, state police are examples).
A: The decision to stay overnight is one that should be made by the traveler and supervisor. There needs to be a legitimate business need for overnight travel status before a supervisor should approve.
A: Such time would be considered compensable work time (assuming you are in an overtime-eligible classification) and mileage would be reimbursed appropriately. However, be aware that the Commonwealth's contracted rental car company will often arrange for transportation to the rental location and travelers should avail themselves of this service when possible.
A: Read the Vehicle Insurance FAQs (PDF) for details on the various insurances that apply if involved in an accident on Commonwealth business.
A: It is not required, but whether its use is advisable depends on the variables of the particular trip. The supervisor and the employee should evaluate the circumstances and decide the least expensive mode of transportation in advance of the particular trip, whether it is a one-day trip or a multiple day trip. The DGS Ground Travel Worksheet is the recommended tool that can be used in making that determination and is recommended to be submitted with the expense report to show the auditor the methodology used in making the determination only if the traveler is requesting the higher GSA rate for reimbursement of personal mileage.
A: No. The ground travel worksheet is intended to provide alternatives to those individuals who do not have a permanently-assigned vehicle and who do not travel frequently for business.
A: Supervisors are responsible to make that decision consistent with operational/business needs. However, decisions must be based on legitimate operational/business needs, and failure by the supervisor to exercise care in the review and approval of travel expenses may result in disciplinary action.
A: Use the reimbursable number of miles. If leaving from their residence, travelers should use the shorter of residence to work site or headquarters to work site.
A: No, the travel policy does not override such provisions of a collective bargaining agreement. But these are not flat allowances and submission for reimbursement should be for amounts actually expended, up to the maximum permitted.
A: Yes, supervisors are responsible to review and verify all justification, including the amounts of receipts, and ensure the amount of the claim is accurate, necessary, and proper. (See section 7.2 of Manual 230.1.) Supervisors do not need to calculate percentages to ensure travelers stay within the limits for each particular meal. However, subsistence claims may not exceed the allowance for each day.
A: Subsistence rates are generally intended for reimbursement of meals that are prepared and served that include tax and gratuity. However, travelers may claim actual expenses from a grocery or convenience store provided the expense directly relates to the items or portion of items consumed during the business travel. Items not consumed during the trip are not reimbursable. An itemized receipt must be included with the TER with consumed items clearly marked and calculations to support any prorated portions. In general, the act of consuming breakfast foods during lunch or dinner will not be an issue.
A: Receipts must contain the name and address of the vendor, date of service, description of service, and the amount paid for each individual item. In almost all cases, a valid receipt can be obtained simply by requesting one from the provider. However, we also recognize that providers sometimes will not provide a “valid” receipt. If that happens, make an effort to obtain the required information and document it along with what was provided. Credit card receipts by themselves are not acceptable since they are not itemized.
A: Yes, the BCPO-3302 form is available on the BCPO website for these situations. The BCPO-3302 form no longer needs to be notarized but there is now additional information required on the form.
A: For parking meters and vending machine purchases where receipts are normally not provided, it is not required for travelers to contact a vendor to request a receipt. Also in these cases when a specific address and phone number is not obtainable, travelers should document the known location of the meter or machine where the expense was incurred (i.e. parking meter on Market St. next to State Office Bldg., vending machine on 15th floor of State Office Building, etc.) on the BCPO-3302 form.
A: In cases where a receipt is not normally provided, document the amount and location of the expense on the BCPO-3302 form. Please be advised, avoiding self-parking as a matter of personal inconvenience is not justification for incurring additional expenses.
A: No, all receipts must be itemized to be valid. The receipt must show that no non-reimbursable expense, such as alcohol, has been included.
A: Receipts dispensed by fuel pumps are generally acceptable. If a required piece of information is missing, the traveler may handwrite the information on the receipt.
A: A cash tip may be hand-written by the traveler on the receipt. For tips on other services where a receipt is not normally presented, they should be documented on the BCPO-3302 form.
A: Your agency should devise a process in which your receipts can be scanned and attached to the expense report. If a scanner is not available, a travel arranger may scan and attach receipts on your behalf.. You should discuss the issue with your supervisor.
A: Rental vehicles are considered state-provided and are subject to the same policies and procedures as state-owned vehicles.
A: Rental vehicles are considered state-provided and are subject to the same policies and procedures as state-owned vehicles. Therefore, only Commonwealth officers or employees are authorized to drive state-provided rental vehicles. Authorized passengers are Commonwealth officers or employees or other individuals involved in the conduct of official Commonwealth business. When a hotel is authorized per travel policy and it requires valet parking, the hotel's valet may drive the state-provided vehicle in order to park it in the hotel's required parking facility.
A: Yes. When seeking reimbursement for fuel dispensed for a rental vehicle, employees should submit the rental vehicle receipt along with the fuel receipt.
A: Most vehicle rentals are based on a 24-hour period, which typically allows for a night before pick-up or early morning return. In some instances, the rental company may pick you up and take you to the rental vehicle. In other instances, your personal car may be parked on their rental lot. All of these logistical considerations should be coordinated with your supervisor and considered along with your travel itinerary before placing a rental reservation.
A: Based on these travel requirements, the Bureau of Vehicle Management would first look to provide a state-owned vehicle. In the event one is not available for assignment, rental contracts are available on a monthly basis and would avoid the need for daily attendance to these matters.
A: Restrictions on the use of a rental vehicle are the same as a state-provided vehicle. Except for de minimis use, rental vehicles may not be used for personal travel.
A: Read the Vehicle Insurance FAQs (PDF) for details on the various insurances that apply if involved in an accident on Commonwealth business.
A: Maximum subsistence allowances for overnight travel are determined by the General Services Administration (GSA). Subsistence rates do vary by region – detailed information can be found on the GSA website. However, allowances are not flat rates and in order to claim reimbursement, eligible employees need to incur the expense. Receipts are required.
A: The travel policy does not require employees to carpool, although carpooling is an excellent way to save costs and is encouraged whenever possible regardless of whether it is in a state-owned or rental vehicle. However; agency policies may be more restrictive so it is recommended you check with your supervisor or agency Administration Office.
With any questions you have.
