108 - Employee Travel

Prior Approval: Travel outside of the service area must be approved by the Executive Director prior to the trip. Prior approval of travel to State committee meetings of which the employee is assigned by the center is not required. Travel Expenses: Expenses of approved travel will be borne by CUES.

1. TRAVEL WITHIN STATE

   1. Lodging: Lodging expenses will be reimbursed by the center when incurred as a necessary expense and approved in advance by the Executive Director. The actual paid receipt for lodging is required for reimbursement. If a center credit card is used, the copy of the credit card receipt must be marked indicating what the expenditure is for and turned into the office monthly. Lodging at properties that accept State-lodging rates should be utilized as a first choice.

   2. Meals: The In-State meal per-diem rates will be based off the those set by the State of Utah.

      1. Meal Allowance for Day Trips: The traveler may be reimbursed for meals as follows:

         • Breakfast: Traveler leaves “home base” before 6 AM

         • Lunch: Traveler leaves “home base” before 10 AM and returns after 2 PM

         • Dinner: Traveler leaves “home base” before 2 PM and returns after 7 PM

      2. Meal Allowance for Overnight Trips:

         (Breakfast = B, Lunch = L, Dinner = D)

   3. The Day Travel Begins:

      1. 1st Qtr Leave between 12:01 AM and 6:00 AM BLD

      2. 2nd Qtr Leave between 6:01 AM and 12 noon LD

      3. 3rd Qtr Leave between 12:01 PM and 6:00 PM D

      4. 4th Qtr Leave between 6:01 PM and midnight No Meals

   4. The Day Travel Ends:

      1. 1st Qtr Return between 12:01 AM and 6:00 AM No Meals

      2. 2nd Qtr Return between 6:01 AM and 12 noon B

      3. 3rd Qtr Return between 12:01 PM and 6:00 PM BL

      4. 4th Qtr Return between 6:01 PM and midnight BLD

   5. Provided Meals: If meals are provided by a hotel, motel, meeting, registration, conference and/or association, no reimbursement will be made for that portion which is "free." However, meals provided on airlines will not reduce the meal allowance.

   6. Mileage: If a center vehicle is not available, employees may be reimbursed with prior approval at the average rate of $0.40 per mile. If a center vehicle is available and an employee obtains prior approval to use their private vehicle, they will be reimbursed at a rate of $0.20 per mile.

2. OUT OF STATE TRAVEL

   Prior Approval: Any travel out of the state must be approved by the Board of Directors prior to the trip. Out of state travel excludes traveling out of state en route to or from a Utah School District School or facility.

   1. Expenses: Expenses of approved travel will be borne by the CUES Center. Applicable expenses include airfare, lodging, meals, registration, ground transportation, airport parking, internet access, and other approved incidentals.

   2. Lodging: Actual lodging costs incurred during approved travel periods will be reimbursed by CUES. Actual paid receipts will be necessary for reimbursement.

   3. Meals: The Out-of-State meal per-diem rates will be based on the Out-of State meal per diem set by the State of Utah.