Haw. Code R. § 3-10-10 - Travel allowances

Current through February, 2022

(a) Funds for travel expenses. Funds for travel expenses, including per diem allowances and reimbursable expenditures, may be secured by way of a cash advance, or by way of reimbursement of expenditures upon completion of the trip. Advances shall be limited to the cost itemized on the approved travel plan, request, or form, plus other determinable anticipated expenses.
(b) Per diem allowances. A per diem is a specific allowance for each day to cover the personal expenditures of a traveler, such as meals, lodging, tips, laundry, and other necessary expenditures incident to travel. It is not intended to include expenditures having to do with the conduct of official business.
(1) The rate of per diem is prescribed in section 78-15, HRS. When accommodations or lodging is made available to the traveler without charge, a department head shall prescribe a lower rate of per diem. The per diem allowance shall be granted for time on travel status. (See § 3-10-3(c) ).
(2) Per diem allowances are as follows:
(A) If travel requires overnight absence from the traveler's regular place of business, a traveler shall be allowed per diem as prescribed by statute. The rate shall apply uniformly and equitably for all travelers in all cases, except that when accommodations or lodging is made available to the traveler without charge, a department head shall prescribe a lower rate of per diem:
(B) In computing the per diem allowance for overnight travel, the calendar day (midnight to midnight) shall be the unit. For fractional parts of the day included at the beginning or end of continuous travel, one quarter of the rate of a calendar day shall be allowed for each period of six hours or fraction thereof.
(C) Subsistence allowance for trips not requiring overnight absence and for trips when accommodations or lodging is made available to the traveler without charge shall be as follows:

Breakfast - Eight percent of per diem rounded to the nearest dollar.

Lunch - Twelve percent of per diem rounded to the nearest dollar.

Dinner - Twenty percent of per diem rounded to the nearest dollar.

(D) Breakfast shall be allowed when the travel time begins before 8:00 a.m.
(E) Lunch shall be allowed for departing travelers when the travel begins before 12:00 noon; lunch shall be allowed for returning travelers when travel time ends after 12:30 p.m.
(F) Dinner shall be allowed when the travel time ends after 7:00 p.m.
(G) "Statement of Intra-State Travel Completed," issued by the Comptroller shall be used to document per diem for trips not requiring overnight absence.
(H) "Statement of Completed Travel," issued by the Comptroller shall be used to document per diem for trips requiring overnight absence.
(3) Except as otherwise authorized by the governor, no per diem or transportation allowance, as such, will be granted when out-of-state travel by train, bus, or private automobile is authorized and air transportation is available and feasible, but the traveler shall be reimbursed to the extent of the total cost for air transportation by the most direct route, including per diem necessitated by such air transportation, as if such air transportation had been utilized.
(4) When meals are furnished to the traveler in connection with an approved training program or other program approved by a department head, the department head must require adjustment of per diem, at the prescribed subsistence rates, to avoid duplicate payment for meals:

Breakfast - Eight percent of per diem rounded to the nearest dollar.

Lunch - Twelve percent of per diem rounded to the nearest dollar.

Dinner - Twenty percent of per diem rounded to the nearest dollar.

(c) Adjustments for vacation or leave without pay. When vacation or leave without pay is added at the beginning or end of official travel, the allowance for transportation shall be the cost of transportation allowable under section 3-10-8 as if such allowable transportation had been utilized.
(d) Other expenses, which meet the stipulated conditions and are supported by receipts where receipts are issued in the normal course of business are allowed in addition to transportation and per diem:
(1) Taxi fare to and from transportation terminals for official travel shall be allowed only when buses or limousines are not available or accessible, when government transportation cannot be economically obtained, and when private automobiles on a mileage basis cannot reasonably be used. Taxi and private automobiles used on mileage basis shall be shared by travelers whenever possible. Rental of cars shall be allowed where it would be impractical to obtain necessary transportation in government owned vehicles or privately owned vehicles on a mileage basis, and where public carriers are not available to the point to be visited.
(2) Other miscellaneous necessary and reasonable expenditures when incurred by the traveler in connection with official business. For example: parking fees; refueling charges; registration fees; telephone fees; telephone calls; radiograms; secretarial fees; baggage transfers (does not include tips for porterage); currency exchange fees or cost of traveler's checks for out-of-state travel to the extent that the currency or checks do not exceed the amount of per diem and allowable expenses; fees for passports and visas; cost of photograph; certificates of birth, health, and identity; costs of affidavits necessary; and charges for inoculation which cannot be obtained through state facilities.

Notes

Haw. Code R. § 3-10-10
[Eff 6/01/81; am and comp JUL 23 1999] (Auth: HRS § 40-13) (Imp: HRS § 40-13)

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