AAM 60. TRAVEL

AAM 60. TRAVEL 60.010 Introduction to Travel 07/05 60.020 Travel Definitions 04/08 60.030 State Travel Office 04/08 60.040 Travel Approvals 01/07 60.050 Travel Purchase Policies 04/08 60.060 Payment Methods for Transportation and Expenses 10/07 60.070 Travel Advances 01/07 60.080 Interruption or Deviation of Travel for Traveler Convenience 04/08 60.090 Unused Transportation and Accommodations 01/07 60.100 Airline Delays, Rescheduling, and Overheading 01/07 60.110 Excess Baggage 04/05 60.120 Rental Cars 01/08 60.130 Airport Shuttle, Courtesy Van, and Taxi Service 01/07 60.140 Privately Owned Vehicles 04/05 60.150 Privately Owned Aircraft 10/07 60.160 Charters and Group Transportation 01/07 60.170 Alternatives to Travel 04/05 60.180 Boards and Commissions 01/07 60.190 Health and Safety of Travelers 01/07 60.200 Not used 01/07 60.210 Completion of the Travel Authorization 04/07 60.220 Travel Expenses - Required Receipts and Documentation 01/07 60.230 Third Party Reimbursements 01/07 60.240 Lodging Types and Rates 04/07 60.250 Meal and Incidental Expense Allowances 04/07 60.260 Contracting for Subsistence 07/05 Alaska Administrative Manual - Accounting Travel 60.1 AAM 60.010 Introduction to Travel (07-05) The travel policies of the State of Alaska are adopted by the Commissioner
of the Department of Administration in accordance with AS 39.20.160 . State agencies and travelers are required to comply with these policies
whenever traveling on state business. Department heads may approve
policy exceptions on a trip-by-trip basis for subordinate personnel within
their departments based on documented circumstances or unique business
requirements. Policy exceptions for department heads must be approved by
the Commissioner of the Department of Administration. The purpose of the travel policies is to provide approval to travel on state
business, and to provide reimbursement for actual and necessary expenses
incurred by travelers while traveling on state business. The policies apply
uniformly to all travelers unless otherwise provided for by a collective
bargaining agreement. When there is a conflict between these policies and
a collective bargaining agreement, the relevant provisions of the collective
bargaining agreement supersede. The travel policies of the state are generally intended to be in compliance
with current IRS regulations as an accountable plan. See AAM 320 for tax implications related to state travel reimbursement policies. AAM 60.020 Travel Definitions (04-08) Agency Travel Coordinator Employee designated within a department to oversee the travel function.
Agency travel coordinators assist and train travel desks, monitor travel
operations, and make recommendations on statewide travel policy. Commercial Lodging Facility A commercial lodging facility is a licensed entity that is in the business of
selling lodging to the general public and includes hotels, inns, motels,
apartments, and campgrounds. Duty Station The duty station of a traveler includes the city, town, or village within 50
miles of where the traveler spends the major portion of their working time,
or the place to which the traveler returns to duty on completion of special
assignments. On a case-by-case basis, commissioners may identify a radius
or commuting area that is broader than 50 miles within which per diem will
not be allowed for travel within one calendar day. Alaska Administrative Manual - Accounting Travel 60.2 Emergency An unforeseen set of circumstances that calls for immediate action.
Emergencies include those that are the result of business-related
occurrences, as well as personal situations. Personal emergencies generally
do not affect travel status, except in the following cases: - Traveler suffers a serious health condition (as defined by AS 39.20.550(5) while in travel status - Death of an immediate family member [as defined by 2 AAC 08.999 (c) ] occurs while traveler is in travel status - Other situations deemed by department management as severe enough
to affect travel status Lodging Allowance Lodging allowance is the portion of per diem that covers lodging, generally
the actual cost of the travelers hotel room unless otherwise stated in
individual bargaining unit agreements. M&IE Meals and incidental expense allowance. The portion of per diem that
reimburses travelers for the cost of meals and necessary incidental expenses
including tips, laundry expenses, and other personal costs of travel. MCAAK Airfares Contract fares with Alaska Airlines that can be used for any state-sponsored
travel. MCAAK Credits Cash equivalent credit received for purchases of MCAAK airfares from the
State Travel Office. Provided by the contract travel agency. Non-Commercial Lodging Facility A non-commercial lodging facility may include, but is not limited to, a
public facility in a rural setting such as a community building or school,
motor home, or private home. Per Diem Per diem allowance is a daily payment instead of reimbursement for actual
expenses for lodging, meals, and incidental expenses. It is separate from
transportation expenses and other miscellaneous expenses. Alaska Administrative Manual - Accounting Travel 60.3 Residence The residence of a traveler is the location, or within 50 miles thereof, where
the traveler maintains the primary dwelling. If a traveler maintains multiple residences, the commissioner of the
department shall designate the residence that bears the most logical
relationship to the traveler's duty station as the traveler's primary residence.
Factors to be considered in determining the primary residence include: the
time ordinarily spent performing duties at each location; the degree of
business activity at each location; the relative amount of state wages earned
at each location. Agencies may also contact the Division of Finance for
assistance. State Travel Office (STO) The STO is a centralized travel agency, located on state premises in Juneau,
dedicated to arranging and purchasing travel for State of Alaska executive
branch business travelers. Tourist Class The least costly class of accommodations on a regularly scheduled airplane,
ship, or train. Travel Desks Employees designated within a department to support the travel function,
generally acting as the liaison between the state travel office and travelers. Traveler Throughout these policies, traveler usually means a state official or a person
employed by a state agency. At times, an agency may require board or
commission members, volunteers, wards of the state, or other
nonemployees to travel on state business. While the agency must generally
apply the same travel policies for nonemployees, it must ensure the
payments are not required to be paid under a professional service contract.
For example, if the nonemployee is paid for services under a contract, and
the travel reimbursements are related to the contract, the reimbursements
are a cost of the contract. They must be coded to the related services
account code in the state accounting system (AKSAS). Travel Expenses - Transportation expenses consist of commercial carrier fares, vehicle
mileage allowances, taxi fares, bus fares, and other essential
transportation expenses while on official state business. Alaska Administrative Manual - Accounting Travel 60.4 - The per diem consists of two parts, meals and incidental expenses, and
lodging. - Other expenses consist of charges for business telephone calls, internet,
parking fees, emergency purchases of supplies, and other charges
necessary to conduct official business. Travel Status Travelers shall be considered in travel status from the time an authorized
trip begins until it ends. An "authorized trip" is a trip approved in
accordance with administrative manual guidelines and where a traveler
travels outside the boundaries of the duty station. An authorized trip begins
when a traveler is leaving the duty station and: - A traveler leaves the normal work location during normal work hours; or - A traveler leaves the residence outside normal work hours. An authorized trip ends when: - A traveler returns to the normal work location during normal work
hours; or - a traveler returns to the residence if the trip ends outside normal work
hours; or - a traveler accepts voluntary denied boarding compensation. Refer to AAM 60.080 Interruption or Deviation of Travel for Traveler Convenience. Refer to: http://dop.state.ak.us/docpool/pdf/sop/Ch08TravelasTimeWorked/trav
eltimeworkSOPrev1.pdf for policies on compensation for travel as time worked. Travel status is either short-term or long-term and per diem allowances vary
according to status. The determination of short-term or long-term is based
upon the duration and type of lodging facility provided to the employee. See AAM 60.240 for further guidance. A brief return of the employee to their duty station for business or personal convenience does not disrupt the long-
term status of the trip. A traveler is not in travel status for local travel or day trips. The following
are some examples of travelers who would not be considered in travel status
under the local travel or day trip provision: - A state trooper while on patrol in his/her assigned territory. - A safety inspector whose normal duties include driving from his/her Alaska Administrative Manual - Accounting Travel 60.5 normal duty station to a construction site for purposes of conducting an
inspection. - A health inspector whose normal duties include driving from his/her
normal duty station to various communities to inspect facilities. A mileage reimbursement form may be used to reimburse transportation
costs when the criteria for travel status are not met. AAM 60.030 State Travel Office (04-08) The state travel office (STO) is responsible for arranging all state business
travel including commercial transportation, hotels, and rental vehicles. All
state-related travel must be arranged and purchased using the state travel
office except for travel arrangements as defined below. The Department of
Administration, Division of Finance, is responsible for the establishment,
administration, and management of the STO. The STO is staffed with professional travel agents from a private sector
travel agency under contract with the state. The contracted travel agents
work on state premises with state travel as their only service. The individual
travel agents are supervised by an employee of the contractor who works
with the state travel manager, a state employee, who is responsible for
managing the contract. Hours of Operation STO services are available for normal operations between 8:00 a.m. and
6:00 p.m. daily, with 24 / 7 telephone coverage for travel arrangements that
are time critical or for emergency travel service. Fees and Surcharges The contractor collects a service fee for travel arrangements made through
the STO. A service fee applies to each itinerary no matter how many
components; air, car, hotel, and/or other. The service fee also applies to:
- Changes made to the air portion of an itinerary. The fee may be waived
if:
- the change is the first change made to the itinerary; and - the change does not alter the price of the ticket (e.g., changing only
the date/time of the flight). - Tickets processed for refunds unless the ticket is non-refundable, then
the fee applies upon reissue - Companion fare travel Alaska Administrative Manual - Accounting Travel 60.6 - Charters The contractor collects an additional after-hours surcharge for non-
emergency transactions conducted after 6:00 p.m. Monday through Friday,
and all day on weekends and holidays. The surcharge does not apply to:
- Emergency travel (travel that commences with 24 business hours) - Corrections (not changes) made to an existing reservation - Calls from travelers in travel status - Calls from clients or vendors that require state billing information Traveler Booking Profile An electronic traveler booking profile is required by the STO for most state
travelers. The travelers name as it appears on the travelers government-
issued ID card is required by the STO prior to booking travel. This
individual travel information is stored in a database that is accessed by the
state travel office each time a travel request is made or changed. Optional
information such as mileage number or seat preference may be provided by
the traveler in the traveler profile. If a traveler declines to provide a personal phone number, the state travel
office will note this in the travelers profile. The traveler will then be
responsible for checking the airlines web site or calling the airline to see if
the flight has been delayed or canceled. Department/Division Travel Policies Within the confines of this section, agencies may establish more specific
travel policies. Where appropriate, these polices will be documented in
writing for use by all involved with the travel process. Travel Arrangements Travel arrangements must be made through the STO except in situations
where travel must commence within four hours, or for changes to
arrangements once the traveler is already in travel status. In these cases, the
traveler does not have to contact the STO, but the STO must respond to all
contacts immediately. Travelers should be aware that once airline
arrangements are modified outside of the STO, the STO loses the ability to
make further changes or provide other assistance on that itinerary. For personal matters, the traveler should call the airline or use the airlines
web site. The STO should not be directly contacted by the traveler for the
following: Alaska Administrative Manual - Accounting Travel 60.7 - Upgrade flight - Change seat assignment - Check if flight is on time - Make personal changes to a ticketed reservation Travel Purchase Process Booking Request Form A properly completed booking request form is submitted to the STO
with requested itinerary information. Incomplete or incorrect booking
requests will be held while the STO contacts the sender for clarification.
When travel must commence by the next business day, a booking
request form is not required. The agency may simply call the STO with
these travel requests. Confirming Request Before Approving Ticket Purchase Department travel desks should confirm the date, time, and destination
for both the departure and return flights before approving the ticket
purchase. With non-refundable fares, once the state travel office agent
has the department approval and issues the ticket, the agency will pay
the carriers change fee and an additional service fee to cancel and
reissue the ticket. The traveler is responsible for the change fee when
the change is for personal convenience. Name of Approving Official Department travel desks must include their name, the words approved
by, and the name of the approving official authorizing the purchase
when approving an itinerary for purchase. Fare Increases Fares may increase when ticketing deadlines are missed or when there
are changes to an itinerary prior to approval. The first airfare quoted is
held for 24 hours. Changes in flight reservations are quoted but not held
due to air carrier restrictions. When approving an itinerary that was
changed prior to approval or if the ticketing deadline was missed, the
STO will purchase the ticket at the higher price unless the approval was
conditioned with a price ceiling requiring re-approval by the agency.
The agency pays the increased fare unless it is due to a delay in the STO
purchasing an approved itinerary, in which case the contractor will
absorb the fare increase. Confidentiality All contracted STO personnel are required to sign and adhere to a state Alaska Administrative Manual - Accounting Travel 60.8 travel confidentiality agreement. The confidentiality agreement prohibits
contracted STO personnel and the state travel manager from discussing
state travel arrangements with anyone that does not have a valid State of
Alaska-related business need to know. The agreement includes a liquidated
damage clause for breach of confidentiality. AAM 60.040 Travel Approvals (01-07) All travel shall be approved in advance. The request for approval shall be in
writing and must document essentials of the travel including purpose,
destination, dates and times, all estimated costs, any related leave requests,
and whether an advance is authorized. The approval required depends on
the location of the travel: Travel within Alaska Prior approval is required within the department and shall at a minimum
have the approval of the traveler's immediate supervisor or designee. Travel to the Contiguous United States, Hawaii, British Columbia, and
Yukon Territory Prior approval is required by the department and by the departments
commissioner or designee. Travel Outside the United States Prior approval is required by the department, the departments
commissioner and the Governors Office. Travel Completion Approvals Following completion of travel, all travel related expenses and any
deviation from the originally approved travel arrangements must be
documented in the travel authorization and approved by the appropriate
agency authority. General Travel Approval Policies - All state travel shall be work-related and essential for state business. - Agencies may document pre-approval for certain types of travel that
does not fit the specific trip-by-trip approval process. - Personal travel plans of the traveler shall not influence the approval of
state-funded travel. Refer to AAM 60.080 Interruption or Deviation of Alaska Administrative Manual - Accounting Travel 60.9 Travel for Traveler Convenience. - Travel status should be confined to the minimum amount of time
required to conduct the business of the state. As a general rule, a traveler
may travel the day prior if the only available flights depart prior to 7:00
a.m. and a traveler may stay an extra night if the only available flights
make scheduled home arrival occur after 10:00 p.m. Supervisors may
approve exceptions to these travel times when circumstances justify. - When the required travel period exceeds 15 consecutive days, division
directors may authorize employees to return home on days off at state
expense. Such trips shall not curtail productive work time, and shall be
limited to no more than one per month. Authorized costs for such trips
are limited to the amount of avoided per diem. - Whenever a traveler and the state opt to share the cost of business
travel, the agreement will be documented in advance, including the
duration of state business within the travel period. For bargaining unit
members, such agreements require the concurrence of the union and
must be authorized by the Division of Labor Relations. AAM 60.050 Travel Purchase Policies (04-08) Alaska Statute 39.20.140(b) requires that the state pay no more than the lowest tourist class fare for the most direct route unless specific
exemptions are met: - tourist class accommodation is not available; - waiting for tourist class accommodation would cause a delay harmful to
the state; or - the Department of Administration finds that travel by tourist class accommodation is not in the best interest of the state, and authorizes
other accommodation. First or business class is allowed if it is offered to the traveler on a
complimentary basis because of frequent flyer status and upgraded by the
airline involved. The statutes require purchasing the best fare for the most direct route that
meets the states business needs. This requirement also applies to
contractors traveling on behalf of the state, regardless of whether the state is
paying the travel expenses directly or reimbursing the contractor. The best
fare does not require the purchase of nonrefundable tickets; agencies should
make this business decision based on the nature of the travel. Travelers and approvers are required to document reasons for declining
savings where the lowest available airfare is not purchased. The state travel Alaska Administrative Manual - Accounting Travel 60.10 office may report variances from State of Alaska travel policy to the
departments for analysis. Electronic ticketing is the method preferred by the state. Paper tickets will
be issued only when necessary. Department travel desks must confirm the name on the travelers
government-issued ID card before an airline ticket is issued. The airline
ticket must be issued in the name on the drivers license or government-
issued ID card. Alaska Airlines EasyBiz miles will be tracked by the STO for each
purchasing agency. State agencies will direct the STO on use of EasyBiz
miles that will ensure maximum value upon redemption. The existence of mileage-earning accounts does not change the overriding
requirement to purchase the best fare for the most direct route. The STO
will quote flight fares and when possible hold reservations for twenty-four
hours based on the following: - Contracted / preferred airlines negotiated rates. - Lowest available fare including non-contracted / preferred airlines
where they offer savings over contracted / preferred providers. - Tourist class for all travel. - Search window of three hours (before and after) requested departure or
arrival times, unless specific travel requirements exist to the contrary. All air and ferry travel must be ticketed through the state travel office. Travelers are generally required to use State of Alaska contracted /
preferred travel providers. The Department of Administration, Division of
General Services has negotiated travel contracts as listed in the Contract
Award Manual. Use of these providers ensures travelers receive the best
fares, rates, and insurance coverage. Exceptions to required use of
contracted / preferred providers are limited to: - Contracted / preferred provider is not available. - Contracted / preferred provider does not meet a specific business need
(requires pre-trip department approval). - Space or scheduled flights are not available from the contracted /
preferred provider to accomplish the purpose of the travel. - Use of the available contract / preferred provider service would require
the traveler to incur unnecessary costs which would increase the total
cost of the trip. - A traveler is inconvenienced more than three hours by using the contracted / preferred airline provider. State contract airfares are not available for travel by consultants and Alaska Administrative Manual - Accounting Travel 60.11 contractors, even if their travel is reimbursed by the state. Excess costs, circuitous routes, delays, or luxury accommodations
unnecessary or unjustified in the performance of official state business
travel are not acceptable. The traveler will not be reimbursed for any
additional costs that result from unauthorized travel arrangements. AAM 60.060 Payment Methods for Transportation and Expenses (10-07) The State of Alaska uses two primary methods to purchase transportation
for individuals traveling on official state business: 1. One Card Alaska Corporate Credit Card (CARD) Agencies shall issue corporate credit cards to employees who travel regularly (four or more
business-related trips a year). Employees with CARDs are required to
use them for purchases when the state pays actual costs, as in the case of
transportation and actual lodging expenses. These purchases are
expenditures from the state to vendors and are generally tax-exempt
under local Alaska tax ordinances when purchased with the CARD or
other means of direct payment by the state. 2. Central Travel System (CTS) Accounts - The State of Alaska has established CTSs, which are used to purchase airfares and pay for rental
cars for travelers without CARDS. CTSs are ghost accounts for which
plastic cards are not issued. There may be occasions when neither the CARD nor the CTS can be used to
purchase transportation. In these cases, it should be purchased using EDI or
a state warrant. Additional charges, such as taxes, resulting from purchasing with the
travelers personal resources are the responsibility of the traveler unless
none of these payment methods were available to the traveler. State employees may use personal discount coupons to purchase companion
travel in conjunction with state travel. When this occurs, the total cost of
both itineraries and an STO fee for each is initially paid on the travelers
personal credit card and the state reimburses the full cost of the business
travel after the trip is complete when the travel authorization is finalized.
The employee is responsible for the additional fees and taxes related to the
companion coupon. Mileage and MCAAK Credit Agencies accrue mileage for purchases on airline websites. Agencies accrue
MCAAK credits from the STO when purchasing MCAAK fares, for which
no mileage is available from the airline. Both mileage and MCAAK credits Alaska Administrative Manual - Accounting Travel 60.12 are accumulated and tracked for the purchasing department, and may be
used in lieu of money to purchase airfare. Mileage may be used to reduce travel costs with Alaska Airlines: 15,000 mile AS50 awards for discounts of up to $250 (recommended for tickets costing at least $500) 20,000 mile Saver awards for free tickets when seating is available (recommended for tickets costing at least $500) 25,000 mile Partner awards for free tickets when seating is available on Alaska Airlines and one of its travel partners
(recommended for tickets costing at least $600) 40,000 mile Peak awards for free tickets on most flights (recommended for tickets costing at least $750) MCAAK credits can be used to pay for any airline tickets purchased
through the STO. Both mileage and MCAAK credits remain available to the purchasing
agency for one year after they are earned. At that point, they revert to a
statewide pool for use by agencies that have used their mileage and
MCAAK credits. First reversion will occur April 1, 2007. Alaska Marine Highway Transportation on state ferries may be authorized when in the best interest
of the state. All ferry transportation will be paid by the employee using their
CARD, or by the department through use of the CTS or an
interdepartmental billing. Staterooms may be paid in advance utilizing the
CARD only if the appropriate authorization has been obtained in advance.
Meals are to be paid directly by the traveler. The traveler may be eligible for
reimbursement of lodging expenses and/or M&IE in accordance with AAM 60.240 and AAM 60.250 . Lodging Hotel charges paid directly by the state are generally exempt from local
taxes within Alaska. Frequent travelers should use their CARD to pay for
lodging. When the CARD is not available, departments may choose to use
direct billing as the method of payment. When taxes are charged on direct
payments, state agencies should contact the vendor for refunds as
appropriate and reflect this action on the travel authorization. This policy does not apply to lodging purchased by employees who are
reimbursed a per diem allowance for lodging per the terms of their labor
contract. This lodging is a purchase of the employee, not a direct state
purchase, and is therefore subject to hotel and sales tax under local
ordinances. Alaska Administrative Manual - Accounting Travel 60.13 Meals and Incidental Expenses For meals and other out-of-pocket expenses, the traveler receives a meals
and incidental expense allowance as described in AAM 60.250 . These actual costs are purchases of the traveler, and are therefore taxable
transactions under local tax ordinances. The CARD should not be used for
such purchases to avoid improper tax exemption. Personal expenses for
meals, phone calls, and entertainment should not be commingled with
purchases for lodging expenses on the state CARD. AAM 60.070 Travel Advances (01-07) An advance of the estimated per diem allowance may be made to a traveler
before the traveler enters travel status. Departments may choose to pay
travel advances using warrants or EDI, or through use of the CARD at an
ATM. All travel advances require employee notification that any monies owed the
State of Alaska by the traveler may be deducted from the employees
paycheck. The Travel Advance Authorization form, which is available on
the Division of Finance web site at: http://fin.admin.state.ak.us/dof/sto/resource/trvl_adv_auth.pdf , needs to be signed only once by a traveler for recovering all subsequent advances
through payroll deductions. These forms should be kept on file by
department travel desks. Travelers shall not receive an additional travel advance until the previous
travel advance and trip has been reconciled and closed out. However,
agencies may make exceptions to this policy when circumstances justify. AAM 60.080 Interruption or Deviation of Travel for Traveler Convenience
(04-08) Any interruption or deviation from the most direct and efficient means of
travel for traveler convenience requires prior approval at the agency level
by the appropriate supervisor or designee. Any additional time or expense
resulting from an interruption or deviation for traveler convenience shall be
borne solely by the traveler. See AAM 60.140 for clarification on travel involving privately owned vehicles. When a traveler interrupts business travel for personal reasons, the
following apply: 1. Per diem, travel allowances, and reimbursements may not exceed such charges as would have been incurred if traveling by the most direct and Alaska Administrative Manual - Accounting Travel 60.14 efficient means. 2. Per diem, travel allowances, and reimbursements stop the hour a traveler interrupts business travel for personal reasons and resumes the
hour the traveler returns to duty or resumes route of travel required by
state business. For example, a traveler (Anchorage duty station) is
traveling on state business (in Seattle) and the business is concluded at
noon on Wednesday. For personal reasons the traveler will not return to
the duty station until the following Monday. In this example, the
traveler's entitlement to per diem, mileage, and other travel expenses
reimbursements end at noon on Wednesday and would start two hours
before flight time from Seattle to return to the duty station, subject to
the limitations in 1 above. 3. Any additional time away from the traveler's duty station that may be required for such indirect travel will be charged to annual leave,
personal leave, or leave without pay. In the example 2 above, the
employees leave status would begin at noon when business travel was
interrupted for personal reasons. Leave in conjunction with business
travel must be documented in prior approval and copies of leave slips
shall be submitted upon completion of the trip. 4. Per diem is allowed when a traveler is granted leave due to illness. However, the per diem allowance shall not be authorized for a period of
illness exceeding three calendar days in any one period of absence. Per
diem is not authorized if the traveler is hospitalized or otherwise has no
actual and necessary business expenses requiring reimbursement. 5. Rental cars obtained for official state business must be returned. 6. State exemption for hotel taxes does not extend to lodging. 7. Personal travel segments cannot be purchased at state contracted rates. 8. When a traveler on official state business requests routing for personal travel that increases airfare, the combined itinerary will be charged to
the travelers personal credit card, along with two STO fees for the work
of costing two itineraries. The STO will calculate the state portion of the
purchase and the traveler reports this amount on the final travel
authorization to obtain reimbursement from the state after travel is
complete. Alternatively, departments may opt to pay for the combined
airfare when purchased if the personal portion and fee can be recovered
from the travelers reimbursement after travel is complete. 9. Agencies must ensure that employees combining business and personal travel are well-informed and cautioned that airfares may result in a
liability to the employee, should the reason for the business travel be
cancelled. Employees leaving on vacation in conjunction with the Alaska Administrative Manual - Accounting Travel 60.15 business event will become responsible for all costs should the business
event be cancelled. Employees opting not to travel if the business event
is cancelled will be responsible for the cost of travel that the state cannot
recover that was attributable to the personal portion of the airfare. The
employee may be reimbursed, at the departments option, for the
business portion of unused tickets. The business portion of unused
tickets paid to employees must be monitored by the department as state
assets until they are used or expire. Employees leaving the department
prior to the expiration of such a ticket are required to return the state
payment for any business portion that is still available for use by the
employee. 10. Voluntary denied boarding compensation where the traveler voluntarily vacates his/her seat and takes a later flight may be retained by a traveler
(viewed as an insignificant personal travel credit under ethics rules). A
traveler cannot volunteer for denied boarding on an outbound flight
unless the traveler has previously approved personal travel for the
beginning of the travel period. Nor may a traveler volunteer for denied
boarding if it may cause a delay in return to work. By accepting a
voluntary bump on the return portion, the traveler puts himself on
personal travel rather than state business. Travel status ends, no further
per diem is allowed, and all state insurance coverage ceases for the
duration of the trip. The traveler is responsible for any additional travel
expenses caused by the voluntary action. AAM 60.090 Unused Transportation and Accommodations (01-07) When travelers plans change, travelers shall release air, car, and hotel
reservations within the required time limits. Travelers may contact vendors
directly or contact the state travel office to cancel reservations. The state
shall not reimburse travelers for charges incurred as a result of failure to
release reservations. Travelers shall submit any unused portion of air or ferry tickets with the
travel authorization to their travel desk. Travel desk personnel may forward
unused tickets to the STO to process refunds or the department may retain
them for reissuing later. Alaska Administrative Manual - Accounting Travel 60.16 AAM 60.100 Airline Delays, Rescheduling, and Overheading (01-07) When an airline assumes the cost of a traveler's lodging and/or meals due to
airline delays or overheading, the traveler shall be paid a per diem
allowance up to the originally scheduled arrival time. When the airline does
not assume the cost of a traveler's lodging and/or meals, the traveler shall be
paid the per diem allowance that applies for the actual trip. Involuntary denied boarding compensation is payable to the state, not to the
individual employee. If a traveler is performing official travel and a carrier
denies a confirmed reserved seat on a plane, the traveler must submit to the
department any payment received for liquidated damages. The traveler must
ensure the carrier shows the State of Alaska as payee on the
compensation. Any such compensation must be submitted with the travel
authorization. AAM 60.110 Excess Baggage (04-05) The state will only pay for excess personal and state baggage necessary to
carry out official state business. Such baggage shall be transported by the
most economical method (checked as excess baggage, shipped via
airfreight, etc.). AAM 60.120 Rental Cars (01-08) When necessary, the rental of a car may be authorized for travelers in travel
status. The estimated cost for the rental car must be included in the prior
approval process required under AAM 60.040 Travel Approvals. The cost and intended use of the car must be considered in determining the size and type of
car to rent. The State of Alaska supports a mid-size or less car rental. Rental of
a car larger than mid-size may be allowed when several travelers are traveling
together or circumstances require the use of a larger car. Such situations must
also be documented on the completed travel authorization. - All car rentals must be reserved through the state travel office. - Travelers or travel desks should confirm the state travel office has reserved
the correct size car. - Travelers cannot upgrade their rental cars at the airport. - Travelers are responsible for refueling rental cars prior to returning them
to the rental car companies. If the rental car company refuels the vehicle, a
justifiable business purpose must be provided for incurring the additional
cost. All insurance offered by car rental companies should be declined by state
travelers. By most state laws, auto liability insurance (covering third party Alaska Administrative Manual - Accounting Travel 60.17 damage or injury claims) is provided by the car-rental company as owner of
the vehicle. Excess auto liability coverage is provided through Risk
Management for authorized business travel. Collision or Physical Damage Waiver for any damage to the rental car
(collision, comprehensive coverage, and related loss of use claims) is often
offered by the car-rental company at the counter at the time of hire and should
be refused by the State of Alaska employee on business travel status. Risk
Management will respond and resolve any physical damage claims to rental
cars while used on state business related travel. Rental cars may be driven on state business only, and Risk Management self-
insurance coverage applies only where the car is used on state business. State
business includes usual travel related activity (restaurants, hotels, etc.), but
does not extend to any personal deviations for individual traveler convenience.
Refer to AAM 60.080 Interruption or Deviation of Travel for Traveler Convenience. If there is damage to any rental car: - Travelers are cautioned to never accept responsibility or admit liability.
- If the lessor requests information or payment, advise the lessor to contact the Department of Administration, Division of Risk Management. - If there is personal injury or an accident, telephone the Division of Risk Management as soon as possible. See AAM 60.350 for use of rental cars connected with an employee move. AAM 60.130 Airport Shuttle, Courtesy Van, and Taxi Service (01-07) When a traveler in travel status requires transportation either to or from an
airport or ferry terminal, an airport shuttle, courtesy van, or taxi or
limousine service is allowed. When departing on state travel, if a traveler
uses a privately owned vehicle for transportation to or from an airport or
ferry terminal, the amount of reimbursement for mileage, parking, and other
costs is limited to the equivalent cost of a taxi. AAM 60.140 Privately Owned Vehicles (04-05) A traveler may use a privately owned vehicle, such as auto, snowmobile,
motorcycle, or boat when it is in the best interest of the state. The approving
official shall be responsible for substantiating that use of a privately owned
vehicle is in the state's best interest. The traveler shall receive a mileage
reimbursement equal to the established rates published on the Division of
Finance web site at: http://fin.admin.state.ak.us/dof/sto/resource/POV_Rate_Table.pdf . Alaska Administrative Manual - Accounting Travel 60.18 When a traveler uses a privately owned vehicle, the amount of
reimbursement shall be limited to what the lowest available commercial
alternative would have cost. Per diem, actual hotel expenses and meal
allowances, or other travel reimbursements shall not exceed the amounts
that would have been incurred had the traveler used common carrier
transportation. Only mileage incurred while engaged in official state
business is reimbursable. Mileage incurred for commuting between an employees residence and duty
station is not reimbursable. Similarly, mileage incurred for commuting
to/from a temporary worksite that is within the confines of the employees
duty station and/or residence is also not reimbursable. Any additional regularly scheduled work time away from the duty station
required as a result of using a privately owned vehicle for personal
convenience will be charged to annual leave, personal leave, or leave
without pay. When two or more state travelers are traveling in the same direction, and it
is possible to share a privately owned vehicle or airplane, the state will
reimburse the total mileage only once ( AS 39.20.130 ). AAM 60.150 Privately Owned Aircraft (10-07) When a state employee, who is a qualified pilot, rents an aircraft or uses a
privately owned aircraft for state business, the following items must be filed
with the Department of Administration or the agency administrative officer
before using the aircraft: - A copy of a valid pilot's license.
- A copy of current medical certification.
- Proof of aircraft liability insurance with limits not less than $1,000,000 combined single limit for bodily injury and property damage per
occurrence/annual aggregate. It is the responsibility of each agency to ensure these documents are on file
before authorizing, or reimbursing a traveler for the use of a privately
owned aircraft. No passengers are permitted to accompany a pilot except
other state employees who are also traveling on state business to the same
destination. For state travelers who do not have the required $1,000,000 aircraft liability
insurance coverage, the Division of Risk Management has an insurance
policy to provide the required coverage for travelers who meet certain
minimum pilot qualifications. This coverage is a separate aircraft liability
policy for $1,000,000 combined single limit liability, for bodily injury and
property and may be purchased on a per-flight basis with individual Alaska Administrative Manual - Accounting Travel 60.19 coupons. In the event the aircraft owner has liability insurance, the state
policy applies as excess insurance over any other valid and collectible
policies. To obtain individual trip coupons for this per-flight, aircraft liability
insurance, contact Risk Management at: Division of Risk Management
Department of Administration
P.O. Box 110218
Juneau, AK 99811-0218
Phone (907) 465-2180
Fax (907) 465-3690 The cost is $30 per aircraft per round trip flight. The first order for coupons
must be accompanied by a copy of the Pilot Qualification Certification
(note minimum flight hour requirements on this form), a copy of the pilot's
license, and current medical certification. The coupons may be purchased
by the traveler pilot or through a request to transfer the funds via an
interdepartmental billing (Journal Entry). The original completed coupon shall be attached to the travel authorization.
A copy of the coupon must be returned to Risk Management to comply with
insurance policy requirements. The reimbursement rate for privately owned aircraft is the lesser of the
state-published rate on the Division of Finance web site at http://fin.admin.state.ak.us/dof/sto/resource/POV_Rate_Table.pdf or the common carrier rate to the same destination. Bargaining unit agreements
may supersede this rate. AAM 60.160 Charters and Group Transportation (01-07) When it is necessary to hire a boat, aircraft, or other special conveyance, an
explanation stating the facts constituting the necessity must be included
with the travel authorization. When two or more travelers travel as a group
or with a group, the names and business relationship of each member of the
group shall be included with the travel authorization of each traveler. All charters must be handled in compliance with the policies and provisions
of AS 36.30 , purchasing regulations 2 AAC 12 , and the agency's delegation of purchasing authority. The state travel office may be used for chartering
transportation . Alaska Administrative Manual - Accounting Travel 60.20 AAM 60.170 Alternatives to Travel (04-05) Agencies are to develop and implement alternatives to travel, as well as less
expensive means of travel. These methods should include, but are not
limited to: - Teleconferencing and video conferencing. - Video recordings and published reports. - Reduced frequency of regularly scheduled out of town meetings. - Restrictions on the number of staff traveling to the same destination. - Coordinating between agencies for joint travel arrangements when more
than one agency is involved. If an agency determines that a seminar, workshop, or training program is
essential to staff development for five or more employees, the agency will
investigate the option of bringing the trainer on-site instead of authorizing
employees to travel to an off-site location. The agency will document the
comparative cost of an on-site session and retain such documentation on file
with the agencys travel records. The agency must also explore the
practicality of fulfilling the desired staff development goals through use of
video teleconferencing or web-based conferencing where these options may
be more cost-effective. AAM 60.180 Boards and Commissions (01-07) Except for those board and commission members specifically covered in
statute, each state board and commission member is entitled to the same
reimbursement for lodging and M&IE allowances as provided to state
officials and employees in this section of the administrative manual. When the meeting or other business takes place in the vicinity of the
members residences (see definition at AAM 60.020 ), members are not in travel status and are not entitled to reimbursement or a per diem for lodging.
However, the commissioner of the department with oversight authority of
the board may authorize reimbursement of such lodging expenses when
deemed necessary and in the best interests of the state. For example, it
might be authorized if the travel home would present a hardship due to the
age and health of the board member. When such payments are authorized,
approval must be noted on the travel authorization. A board or commission member, who is not a state employee, attending a
board or commission meeting is entitled to a prorated M&IE if meals are
not provided. To be eligible for each meal period allowance requires the
member to be in attendance for at least three consecutive hours within that
meal period as defined in AAM 60.250 . See AAM 320 for when this allowance may be taxable to board and commission members. Alaska Administrative Manual - Accounting Travel 60.21 State employees serving as board or commission members as part of their
official duties are not entitled to an M&IE allowance or reimbursement for
lodging expenses when the board or commission meeting is in the vicinity
of their residence and/or duty station. ( AS 39.20.180 , AS 39.20.185 ) AAM 60.190 Health and Safety of Travelers (01-07) The health and safety of travelers is a top priority in the conduct of state
travel related activities. It is advantageous to the state for agencies to
establish and alter travel plans and itineraries with consideration of
hazardous weather and other situations that could threaten the health and
safety of state personnel. When this occurs, travelers should: - Promptly notify the state travel office if there are monetary changes to
travel plans. - Note the reason for any additional expense on the travel authorization. Travelers with Physical and Medical Conditions The impact of the medical conditions of travelers on state travel should be
considered on a case-by-case basis. For travelers weighing over 300
pounds, the state can pay for two seats in coach class or one first class
ticket, whichever costs less. Similar accommodations can be made for
travelers weighing less than 300 pounds if the airline requires the purchase
of a second seat. Compliance with the Americans with Disabilities Act (ADA) is mandatory.
Each department has the authority to provide reasonable accommodations
during state travel for travelers with disabilities. Decisions regarding
specific situations not addressed by policy shall be made and documented
by the department, conferring with the Division of Personnel as necessary.
All state personnel are to be afforded equal opportunity to perform travel
for official state business even if the travel costs for disabled travelers will
exceed what would normally be most economical to the state. For example: - When a traveler uses a wheelchair and it is necessary to pay more for an
airline ticket so the traveler can fly on a larger airplane that can
accommodate the wheelchair. - When a traveler has hearing or vision impairments and there is a cost of
providing auxiliary aids and services to enable the traveler to
successfully accomplish the purpose of the travel. The extra travel costs required to comply with the ADA shall be
documented and reviewed by the Division of Personnel. ADA supporting
documentation should remain confidential with no details on the travel
authorization beyond a statement added indicating the agency file location. Alaska Administrative Manual - Accounting Travel 60.22 AAM 60.200 Not used (01-07) AAM 60.210 Completion of the Travel Authorization (04-07) Each agency will prepare their employees travel authorizations, and bill
other agencies via adjusting journal entry when appropriate. Exceptions to
this policy may be agreed to between agencies. All travel expenses incurred by State of Alaska employees will be
reimbursed based upon bargaining unit contracts, Alaska Statutes, and this
section of the Alaska Administrative Manual. Lack of adherence to State of
Alaska travel policies may result in non-reimbursement. Within five business days after travel is complete, the traveler, or someone
acting for the traveler, is required to complete a travel authorization in a
form approved by the Department of Administration. The travel
authorization summarizes the trip details, including actual costs, and
calculates reimbursement due. Required receipts and evidence of pre-
approval must be included. If the traveler is due an additional amount, final payment shall be made
within ten business days of the receipt of a properly completed travel
authorization. However, if the final amount to be reimbursed is $.49 or less,
no reimbursement will be processed. If the final amount to be reimbursed is
$.50 or more, the amount to be paid will be rounded up to $1.00. Reimbursements to the traveler will be deposited directly into the travelers
bank account unless the traveler chooses non-electronic payment. Any
monies owed the State of Alaska by the traveler may be deducted from
employee paychecks. When money is owed the State of Alaska and no
payroll deduction is done, a personal check or money order must
accompany the travel authorization. If, in an emergency situation, it is necessary for an employee to book travel
outside of the state travel office, written documentation will be necessary to
explain the circumstances in the travel authorization. This documentation is
required for reimbursement. Alaska Administrative Manual - Accounting Travel 60.23 AAM 60.220 Travel Expenses Required Receipts and Documentation
(01-07) The following shall be attached to the travel authorization when submitted
for final payment: - A copy of the final itinerary - Original itemized commercial lodging facility receipts (short-term per
diem) - Receipts for expenses exceeding $25 - ATM receipt for any cash advances on state credit cards - A copy of the rental car agreement - Leave slips, if the trip includes leave Though receipts for expenses of $25 or less are not required, total
reimbursement for which receipts are not available shall not exceed a
cumulative total of $30 per trip. Receipts are strongly encouraged. All expenses claimed are subject to
review. Reimbursement of unsupported expenses may be disallowed.
Fraudulent claims may be subject to disciplinary action. The following travel-related expenses are not reimbursable: - Lost or stolen articles - Alcoholic beverages - Damage to personal cars, clothing, or other items - Services to gain entry to a locked car - Movies charged to hotel bills - All expenses related to the personal negligence of the traveler, such as
fines, parking tickets and traffic citations - Entertainment expenses - Tips and gratuities - Towing charges - Expenses for children, spouses, and companions while in travel status - Personal phone calls or faxes The above list is not all-inclusive. AAM 60.230 Third Party Reimbursements (01-07) Occasionally a third party (outside entity) may agree to pay all or a part of a
traveler's travel expenses. In such cases, the travel authorization will
indicate the third party's involvement in the trip. The traveler is only entitled
to reimbursement for travel expenses, per diem or other expense
allowances, etc., in accordance with state policies and is to be paid by the Alaska Administrative Manual - Accounting Travel 60.24 state agency for which they are traveling and/or employed. Travelers may
not accept honorariums as long as they are traveling for and
representing the state. The third party should be instructed to reimburse the state directly for the
travel expenses to reduce potential tax consequences to the traveler. When
this is not possible, any third party reimbursement made directly to the
traveler for travel expenses, per diem, and/or meal allowances shall be
turned over to the traveler's state agency for deposit into the state treasury. Payments by a third party for state agency travel expenses must be recorded
appropriately in the state accounting system. If the travel is material to the
agencys travel budget and is part of the agencys regular duties or is
connected with carrying out the purpose of the agency, the costs must be
recorded as an expenditure with an offset recorded as a revenue. If the state
incurs the expenditure and is reimbursed by the third party, the
reimbursement is to be recorded as revenue. However, if the travel is not directly related to the state agencys program,
is not a recurring event, or is immaterial to the agencys travel budget, this
transaction does not need to be recorded as an expenditure and a revenue of
the state agency. If the state incurs the expenditure and is reimbursed by the
third party, the reimbursement may be recorded as an abatement. If the third
party pays directly for state expenses, such as purchasing the airline ticket
for the state traveler, these expenses do not need to be recorded. However,
any receipts obtained by the traveler showing the cost of the airline ticket or
lodging must be attached to the travel authorization. Any time a third party is paying for a state traveler's travel expenses, the
state agency must avoid the appearance of or the fact of any conflict of
interest. The agency should also ensure the transaction does not violate the
code of ethics and if there is any question, the Department of Law should be
consulted on the matter. AAM 60.240 Lodging Types and Rates (04-07) Travelers are permitted actual costs or an allowance for lodging and an
allowance for meal and incidental expenses (M&IE). Refer to AAM 60.250 for policies on M&IE. The combined costs for lodging and M&IE are
referred to as the per diem allowance. Where applicable, travel provisions
of collective bargaining agreements supercede AAM per diem allowance
policies and rates. A traveler is not entitled to a lodging allowance when provided lodging by
the state or a third party with whom the state is conducting business.
Travelers are not entitled to a lodging allowance when staying in their own
residence(s). Alaska Administrative Manual - Accounting Travel 60.25 The term of a stay (short- or long-term), type of lodging facility, and
location of overnight lodging determine applicable lodging types and rates.
Agencies should take into consideration the length of stay in one location in
determining the type of lodging accommodations. For current lodging rates, refer to the State of Alaska Per Diem Rates
published on the Division of Finance web site at: http://fin.admin.state.ak.us/dof/sto/travel/travel_forms.jsp . In- and Out-of-State, Short-Term Lodging (Actuals or Allowance) Travelers on short-term travel status in or outside of Alaska are eligible for
reimbursement of actual lodging expenses. Actual costs for short-term
lodging are authorized for moderately priced commercial lodging. Each
agency must ensure that lodging costs are reasonable and necessary and that
government or other discount rates are used. Travelers must submit original
itemized commercial lodging receipts with their travel authorizations. Actual lodging expenses that exceed $300 room rate per night must be
approved in advance by the director of the Division of Finance, or, the
commissioner of the Department of Administration may delegate this
approval to department commissioners. All requests shall include
justification that clearly demonstrates the lodging is a government rate and
cannot be acquired for less than $300 per night. Quotes from at least three
moderately priced hotels in the same vicinity should be included with the
justification. Travelers on short-term travel status in Alaska are eligible for a daily
noncommercial allowance when the travelers are required to stay in a
community or location where commercial lodging facilities and state- or
vendor-provided facilities are not available. In-State, Long-Term Lodging (Allowance) Agencies should provide in-state long-term lodging accommodations when
the assignment is expected to be longer than 30 days at any one location. - The long-term commercial lodging allowance rate is authorized when a
traveler stays in commercial lodging facilities. - The long-term noncommercial lodging allowance rate is authorized
when a traveler is required to stay in a community or location where
commercial lodging facilities and state- or vendor-provided facilities are
not available. These rates apply beginning the first day of travel status. Brief interruptions
for business or personal convenience do not change the status from long-
term. Alaska Administrative Manual - Accounting Travel 60.26 Out-of-State, Long-Term Lodging (55% of Federal Lodging Allowance) The long-term lodging rate outside Alaska is 55 percent of the federal
lodging allowance. A link to the federal per diem rates is located on the
Division of Finance web site at: http://fin.admin.state.ak.us/dof/sto/index.jsp . Required Approvals for Short- and Long-Term Travel Assignments The short-term lodging allowance rate may not be used after a travelers
30th consecutive day in one location unless a continuation has been
approved in advance by the director of the Division of Finance, Department
of Administration. When travel status is expected to extend beyond six consecutive months in
one location, the travelers agency must receive advanced approvals for the
assignment and for use of the long-term lodging rate from the departments
administrative services division and the director of the Division of Finance.
The approvals are requested on the Long-Term Travel Assignment form.
Refer to the form for specific information required for the approvals. Page 2
of this form is used to request continued travel status that extends beyond a
year and requires the requestor(s) to justify why it is in the states best
interest to pay per diem rather than move the traveler to the project location.
This form is published on the Division of Finance web site at: http://fin.admin.state.ak.us/dof/travel/travel_forms.jsp . See AAM 320 for a summary of tax implications related to state travel reimbursement policies. AAM 60.250 Meals and Incidental Expense Allowances (04-07) Meal and incidental expense (M&IE) allowances and prorated M&IE
allowances are provided to the state traveler to cover the cost of meals and
necessary incidental expenses such as tips, laundry expenses, etc. Where
applicable, M&IE provisions of collective bargaining agreements supercede
AAM M&IE allowance policies and rates. There are two types of M&IE allowances, short-term and long-
term/noncommercial. The appropriate M&IE allowance rate for a day is the
rate established for the community in which the traveler is required to
obtain overnight lodging. On the day of return, a traveler is entitled to the
M&IE allowance rate applicable for the preceding day. When travel
involves crossing the International Date Line, the M&IE allowance shall be
calculated based on the total number of hours in flight. For current M&IE allowances, refer to the State of Alaska Per Diem Rates
published on the Division of Finance web site at: Alaska Administrative Manual - Accounting Travel 60.27 http://fin.admin.state.ak.us/dof/travel/travel_forms.jsp . In-state M&IE rates are reviewed annually and adjusted as appropriate. A link to the federal per diem rates is located on the Division of Finance
web site at: http://fin.admin.state.ak.us/dof/sto/index.jsp . Short-Term M&IE (Allowance) Travelers on short-term travel status in Alaska are eligible for a daily M&IE
allowance. Travelers on short-term travel status outside of Alaska, including travel to
Hawaii and foreign destinations, are eligible for the federal M&IE rate for
the location. A traveler is eligible for the short-term M&IE allowance rate in two
circumstances: when a traveler in short-term travel status is expected to
incur expenses from dining at commercial establishments; and when a
traveler in long-term travel status will incur expenses from dining at
commercial establishments because the traveler is required to stay in a
lodging facility that does not provide cooking facilities to its guests. Long-Term/Noncommercial M&IE (Allowance) Travelers on long-term travel status in Alaska are eligible for a daily M&IE
allowance. Travelers on long-term travel status outside of Alaska, including travel to
Hawaii and foreign destinations, are eligible for 55% of the federal M&IE
rate for the location. A traveler is eligible for a long-term/noncommercial M&IE allowance in
two circumstances: when a traveler in long-term travel status, is expected to
prepare meals; and when a traveler is in short-term travel status in a location
where there are no commercial dining establishments. M&IE Rules for Specific Situations Whenever a traveler is in travel status and is entitled to reimbursement for
lodging under both the short-term and long-term/noncommercial per diem
rules, the traveler is entitled to only the M&IE allowance that applies to the
location where the traveler is staying. If a traveler maintains a dwelling at their destination and it is available to
them, they will be entitled to only an M&IE allowance for normal
workdays. An M&IE allowance for other than normal workdays is not
allowed. Alaska Administrative Manual - Accounting Travel 60.28 If a traveler is temporarily returned to the travelers duty station while on a
long-term assignment and is continuing to receive a long-term lodging per
diem, the traveler is not entitled to any M&IE allowance while at the duty
station. Prorated M&IE Allowances The normal meal periods are published on the Division of Finance web site
at: http://fin.admin.state.ak.us/dof/travel/resource/rates.pdf , and a table of the prorated short- and long-term M&IE rates for Alaska and out-of-state
travel are published at: http://fin.admin.state.ak.us/dof/sto/resource/M&IE_AK_&_CONUS_Rates.pdf . A traveler must be in travel status at least three consecutive hours during a
meal period to be entitled to the M&IE for that meal. On the days of departure and return, the traveler receives a prorated M&IE
based upon scheduled flight (or other common carrier) departure and actual
return times as follows: Departure Time Before 9:01 AM Before 2:01 PM Before 11:01 PM M&IE Full day Lunch & Dinner Dinner Return Time 12:00 PM (Noon) Before 5:00 PM After 4:59 PM M&IE Breakfast Breakfast & Lunch Full day This table factors in a two-hour check-in period for departures and one hour
for luggage retrieval upon arrival. In circumstances where the traveler is
required by the carrier to report to the terminal more than two hours prior to
departure (such as for international flights), the traveler is to note in the
travel authorization the additional time required by the airline and the
travelers actual check in time. In the above table, this additional time
(beyond two hours) is added to the departure time to determine the
allowable prorated M&IE. For example, if required check in time is three
hours before flight time, Before 9:01 AM departure time would be
adjusted to Before 10:01 AM. When travelers drive to a destination, on the days of departure and return,
the travelers are entitled to prorate M&IE when they are in travel status at
least three consecutive hours during a normal meal period. Travel Status Less Than 24 Hours, More Than 12 Hours Travelers who are in travel status less than 24 hours but more than 12 hours
and who return to their residence and/or duty station rather than obtaining
overnight lodging at their travel destination, may be entitled to an M&IE Alaska Administrative Manual - Accounting Travel 60.29 allowance. For air travel, the M&IE allowance is calculated using the
departure and return times presented in the prorated M&IE table above. If
the scheduled flight (or other common carrier) departure is before 9:00 a.m.,
the travelers are entitled to the breakfast M&IE. Travelers may be entitled
to the M&IE for lunch and dinner if they are in travel status for at least
three consecutive hours during these meal periods. A traveler, who travels by means other than common carrier, must be in
travel status at least three consecutive hours during a meal period to be
entitled to the M&IE for that meal. Travelers who are normally scheduled to work more than ten hours per day
must be in travel status at least two hours more than their regular scheduled
workday to be eligible for the M&IE allowance. See AAM 320 for details on taxability of such an allowance. Meals Provided to Travelers Occasionally, a traveler is provided a meal while at a conference, training,
seminar, etc., or as part of a lodging package such as at bed and breakfast
inns (where the state is reimbursing for actual lodging costs). When a
traveler is provided and consumes a meal in these or similar circumstances,
the traveler is not eligible for the related M&IE allowance. AAM 60.260 Contracting for Subsistence (07-05) The state may enter into agreements with restaurants, hotels, and lodging
houses to furnish subsistence to a traveler or groups of travelers when in the
best interest of the state ( AS 36.30 ). A contract for subsistence must comply with appropriate procurement regulations. Such agreements require the
vendor to provide itemized invoices for services. Alaska Administrative Manual - Accounting Travel 60.30

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