Haw. Code R. § 3-10-13 - Allowances for privately owned vehicles

Current through February, 2022

(a) Flat allowances. Flat monthly allowances for the use of private automobiles on official business may be secured in special circumstances by direct request to the comptroller. The amount of any flat monthly allowance shall be adjusted proportionately in the event the payee has not used payee's own car on official business for five or more working days because of vacation, sickness, or any other cause.
(b) Mileage reimbursements.
(1) Authorization for mileage reimbursements.
(A) Although the motorpool shall provide vehicles whenever possible, department heads or their authorized representative may authorize any subordinate to use privately owned vehicles on official business on a mileage allowance basis when publicly owned vehicles of the department or from the motor pool of the department of accounting and general services are not available or are not practical to use.
(B) Each department shall submit to the motor pool, by March 31 and September 30 of each year, a mileage report listing the position and the miles traveled during the preceding six months for each employee who uses the employee's private vehicle an average of 750 miles or more per month on official business.
(2) When authorized as provided in section (b)(1) above, mileage reimbursement is allowed for transportation from place to place as required in the normal course of an employee's or official's performance of assigned duties, including transportation to and from terminals in conjunction with official inter-island or out-of-state travel, and parking fees incurred in connection with such transportation.
(3) Transportation between the home and the regular place of business of an employee or official is not considered official business, and no mileage or other reimbursements is allowed for such transportation, except:
(A) If an employee or official, with the approval of the employee's or official's department head or any one of the department head's authorized representatives, finds it more practical to travel directly between home and a job site or other place of official business, rather than to go first to the employee's or official's regular place of business, the employee or official may be reimbursed for miles between home and the job site which are in excess of the miles normally traveled between home and the regular place of business. Except as set forth in subparagraph (b)(3)(C) below, no employee or official will be allowed mileage for traveling directly between home and a job site if the miles traveled are less than the miles normally traveled between home and the regular place of business.
(B) If an employee or official, with the approval of the employee's or official's department head or any one of the department head's authorized representatives, finds it more practical travel directly between home and the transportation terminal, in conjunction with official inter-island or out-of-state travel, the employee or official may be reimbursed for miles between home and the transportation terminal which are in excess of the miles normally traveled between home and the regular place of business. In no case, however, will mileage reimbursement be allowed if there is no such excess, except as set forth in subparagraph (b)(3)(C) below.
(C) Mileage reimbursement is allowed to employees or officials for use of privately owned vehicles, when travel between home and a business destination, or between home and the transportation terminal, is approved by the department head or any one of the department head's authorized representatives, and occurs other than during the employee's or official's normal working hours. If the travel occurs on the employee's or official's normal working day at a time the employee or official usually commutes to or from work, such mileage reimbursement is allowed only for miles that are in addition to the usual commuting trip. If such travel is due to overtime work, such mileage reimbursement is allowed only for miles that are in addition to one roundtrip between home and the regular place of business.
(4) The mileage allowance rate for automobiles applicable to any officer or employee for whom the rate is not otherwise set by law shall be, for each fiscal year beginning on July 1, the highest rate lawfully applicable to any officer or employee on that date, and the mileage allowance rate for motorcycles shall be one-half of such rate for automobiles. (See § 3-10-3(c) ).
(5) To qualify for this allowance, each employee or officer is required to carry liability insurance as required by chapter 431, HRS.
(6) State Accounting Form C-33 shall be used to record and report mileage traveled on official business and related parking fees incurred.
(c) Mileage allowance for employees serving as jurors:
(1) Section 612-8, HRS, prescribes a mileage rate for each mile actually and necessarily traveled in going to court.
(2) Each employee serving as juror shall state on oath to the clerk of the court the number of miles traveled for which he is entitled in reimbursement.

Notes

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

The following state regulations pages link to this page.



State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.