1. Meals and Lodging Reimbursement
   Employees will be reimbursed for meals and lodging while away from the employee's designated headquarters and engaged in official state business in accordance with 2-18-501 et seq., MCA.
   
   
   1. Reimbursement for meals shall be at the rates provided below providing the employee has been in a travel status for at least three hours during the designated time for that meal.  For example, to receive reimbursement for the morning meal, employees must begin their travel before 7:00 a.m.  To receive reimbursement for the evening meal employees must complete their travel after 6:00 p.m.

2. Reimbursement for in-state lodging shall be as provided below. 
   
   
   1. Except as provided for in b. and c., the maximum lodging reimbursement rate for in-state travel is the actual cost of lodging, not to exceed $35 per night, plus the applicable taxes on the allowable rate.
      
      
   2. Except as provided for in c., employees are eligible to be reimbursed for actual out-of-pocket lodging expenses, not to exceed the federal per diem room rate for the location involved, plus the taxes on the allowable cost, for any location in Montana if
      
      
      1. Lodging occurs on or after June 1 but before October 1; or
      2. The employee is attending a conference sponsored in whole or in part by a state agency and has obtained lodging at the conference facility.
         
         
   3. The federal per diem room rates for Montana are available through the Internet at the following location:  http://www.policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.shtml
      
      
   4. The Commissioner or designee may approve reimbursement of lodging at actual cost, without applying the cap provided for in a. or b., under the following circumstances:
      
      
      1. Lodging costs below the caps provided for in section a. or b. are temporarily unavailable due to special functions such as fairs, sporting events, or conventions or seasonal demands; or
      2. Emergency travel arrangements preclude being able to find accommodations below the caps provided in section a. or b; or
      3. Remote locations with limited accommodations within a 15-mile radius preclude obtaining accommodations below the caps provided for in section a or b; or
      4. You are employed in a regulatory or undercover function and have reasonable cause to believe there is risk to your personal safety.
         
         
   5. The employee should provide adequate justification, along with the original lodging receipt, to the Commissioner or designee. The justification should also indicate that reimbursement at actual cost is within the agency’s appropriation level.
      
      
3. Reimbursement for out-of-state lodging shall be as provided below. 
   
   
   1. The maximum lodging reimbursements for out-of-state travel is the maximum federal rate per day for the location involved, plus the taxes on the allowable cost.  Reimbursement is at the standard federal rate unless the area or location is listed in the federal schedules with a specific maximum lodging rate that is higher than the standard. 
      
      
   2. Out-of-state lodging reimbursement includes the taxes on the allowable cost.  If the employee’s actual out-of-state lodging rate is equal to or less than the maximum federal per diem rate for that area, the employee receives reimbursement for all taxes.  However, if the employee’s actual lodging rate is higher than the maximum federal per diem rate for that area and reimbursement at actual cost is not approved, employees may receive reimbursement only for the taxes on the maximum allowable federal rate.  NOTE:  Many times, a lodging facility will waive taxes if it is established that the individual staying at the lodging facility is a government employee.  In order to reduce travel costs, employees should inquire as to the taxability of their lodging rate.
      
      
   3. Reimbursement of out-of-state lodging at actual cost may be approved if the request meets the following criteria:
      
      
      1. The employee requests government rates and they are not available at the hotel where the conference or meeting the employee is attending is being held and
         
         
      2. Government rates or rates significantly lower than the conference hotel rates are not available at another hotel within a reasonable distance from the conference hotel (consider the cost of a taxi and the employee’s safety or convenience walking to other nearby lodging); or
         
         
      3. It is necessary for purposes of accessibility and/or security to stay at the hotel in which the conference the employee is attending is being held; or
         
         
      4. Emergency or last minute travel arrangements preclude finding accommodations within the federal guidelines; and
         
         
      5. Reimbursement at actual cost is within the agency’s appropriation level.
         
         
   4. It is preferable to obtain approval for reimbursement of lodging at actual cost before traveling out-of-state.  Employees should provide adequate justification, along with the original lodging receipt, to the designated approving authority. 
      
      
   5. For travel within the state of Montana, employees shall be authorized the actual cost of lodging, not exceeding $35 per day and taxes on the allowable cost of lodging if an appropriate receipt is provided.  Employees are eligible to be reimbursed for actual out-of-pocket lodging expenses, not to exceed the federal per diem room rate for the location involved, plus the taxes on the allowable cost, for any location in Montana if:
      
      
      1. the lodging occurs on or after July 1 but before October 1; or
         
         
      2. the employee is attending a conference sponsored in whole or in part by a state agency and have obtained lodging at the conference facility.
         
         
4. Employees shall be authorized $12 per day for nonreceiptable lodging facilities.
   
   
5. No reimbursement may be claimed for lodging provided at the expense of any government entity.
   
   
2.    Mileage Reimbursement
   
   
   1. State Motor Pool Car
      A car may be obtained from the state motor pool in accordance with their procedures.  When a state motor pool car is used, the pink copy of the Vehicle Requisition and Trip Ticket must be turned in to the fiscal department.
      
      
   2. Private Car Use
      
      Employees who choose to use their own personal car in the performance of official duties shall receive the lower rate of reimbursement per mile which is authorized by the department of administration.  In order to claim the higher rate of mileage reimbursement for personal car usage, a completed approval form must be obtained from the state motor pool stating that a motor pool car was not available.  This approval must be attached to the employee's travel voucher.  The fiscal department shall notify all employees of any changes in the mileage reimbursement rate.
      
      
3.  Travel Expense Voucher

   A travel expense voucher must be completed by each employee in order to claim reimbursement for travel expenses.  Instructions for completing the travel expense voucher are provided on the back of the travel expense voucher.  (Note:  If other expenses for $25.00 or more are claimed, a receipt must accompany the travel expense voucher.)
   
   
   1. Employees are expected to complete and sign their own travel expense vouchers. 
      
      
   2. Travel expense vouchers should be presented once a month for all travel in that month.  If an employee does a great deal of traveling which creates a financial hardship, travel claims may be processed more often.  Travel vouchers not received prior to 5:00 p.m. on the Thursday preceding the Friday pay period ending date will be paid in the next subsequent pay period.
      
      
   3. All overnight travel may require advance approval from the employee's immediate supervisor using the attached Leave/Travel Request Form.  A completed, signed, and approved Leave/Travel Request Form must accompany all travel reimbursement requests.
      
      
4. Travel Advances
   Employees who need a travel advance must submit the travel advance request form available from the Fiscal Department to their supervisor.
   
   
   1. The request should be submitted at least two weeks prior to the anticipated travel.
   2. If an advance is allowed, it must be cleared within 30 days after completion of the travel.  If the travel advance is not cleared within 30 days after completion of travel, the full amount will be withheld from the employee's future paycheck(s).  If the expenses do not account for the entire advance, the difference will be withheld from the employee’s salary or from other funds due them.
      
      
5. Increases in Reimbursement Rates

   The reimbursement rates provided herein may be changed from time to time by action of the legislature.  If a conflict exists between this policy and the statute authorizing the rates, the statute shall prevail.

Return to Index