CAU Travel and Per Diem Expense Policy
on Travel and Per Diem Expenses on Professional Agreements
March 1, 2000, the following policy should be observed regarding
acceptable travel and per diem expenses for professional agreements
while on official Idaho Transportation Department business.
Federal Per Diem Rates include new
seasonal rates that are allowed for Idaho.
These rates should be applied for all work and according to
the periods indicated.
of the geographical makeup of the state of Idaho where the use of
bordering areas to conduct department business is often necessary,
the in-state travel definition shall include those areas that border
the state up to 60 highway miles.
These border destinations shall be classified the same as any
in-state destination, and subsistence and other travel expenses
shall be reimbursed using standard in-state travel policies and
for meals and lodging should follow the firm’s policy. However, the amount allowed for reimbursement shall not
exceed the Federal Per Diem rates outlined for Idaho.
Receipts for lodging are required to support all costs for
which an allowance is claimed under the per diem.
of employee’s expense account receipts are required for lodging,
air travel, ground travel (if commercial), and parking.
A list of all employee expenses should be submitted with each
When privately owned automobiles are authorized or approved
for transportation, distances between points traveled shall be as
shown in standard highway mileage guides or actual miles driven as
determined from odometer readings.
(Actual odometer readings need not be shown on the invoice,
but the firm should have a system or method for tracking this.)
Any substantial deviations from distances shown in the
standard highway mileage guides shall be explained.
The mileage rate as authorized or approved may be paid from
whatever point the employee or other person rendering service to the
department begins his/her journey. The
mileage reimbursement rate covers all cost of vehicle operation
including insurance, repairs, gasoline, maintenance, etc.
Review and administrative
District/Section shall ensure that actual subsistence expense
reimbursement under the provisions of the agreement is properly
administered and controlled to prevent abuse.
Expenses claimed by the consultant shall be reviewed by the
administrative party to determine whether the expenses are
reasonable and allowable, and are necessarily incurred for the
are eligible for meal and lodging expense reimbursement when
assignments are beyond 65 miles of official station of duty as
defined by the Idaho Transportation Department, and personnel are in
travel status for more than 12 hours.
Consultant Administration Unit Policies