Utah Admin. Code R25-7-3 - Definitions
(1) "Actual cost"
means the total amount of money that was paid for an expense.
(2)
(a)
"Agency" means any department, division, bureau, office, or other
administrative subunit of state government under the executive
branch.
(b) "Agency" includes any
board subject to this rule.
(3) "Board" means a board, commission,
council, committee, task force, or similar body established to perform a
governmental function.
(4)
"Conference hotel" means the hotel designated by the conference host, as
specified in the conference materials.
(5) "Department" means an executive
department of state government.
(6)
(a) "Designee" means the person who has
written permission from the executive director to act on the executive
director's behalf.
(b) The executive
director is responsible for selecting a designee who has the knowledge, skills,
and experience to make decisions in the best interest of the
agency.
(7) "Executive
director" means a department executive director, department commissioner, chief
of staff, or equivalent of a chief executive officer.
(8) "Fleet vehicle" means a vehicle owned or
leased by an agency. This also includes vehicles rented for use as motor pool
vehicles by an agency.
(9)
(a) "Ground transportation" means the use of
taxi, rideshare, shuttle, or public transportation for state business.
(b) "Ground transportation" does
not include the use of taxi, rideshare, shuttle, or public transportation for a
commute to and from a traveler's home and regular place of work.
(10)
(a) "Hotel" means an establishment that
provides lodging for travelers.
(b)
"Hotel" does not include a vacation rental.
(11)
(a)
"International travel" means travel outside the 48 contiguous states.
(b) "International travel" includes travel to
Alaska, Hawaii, and US Territories and Possessions.
(12) "Out-of-state travel" means travel
outside Utah but within the contiguous United States.
(13) "Per diem" means the reimbursement rates
established for travel by the following agencies:
(a) the US General Services Administration
for the contiguous United States as set forth in 41 CFR 301-11.6 (2004), which
is incorporated by reference;
(b)
the Department of Defense for Alaska, Hawaii, and US Territories and
Possessions as set forth in 41 CFR 301-11.6 (2004); and
(c) the Department of State for foreign
travel as set forth in 41 CFR 301-11.6 (2004).
(14) "Rate" means an amount of
money.
(15) "Reimbursement" means
money paid to compensate a traveler for money spent.
(16) "Sufficient documentation" means the
documents that show the merchant, amount paid, method of payment, date
incurred, and description of the item purchased or service received. A
combination of supporting documents may be needed to verify each element of the
expense. Sufficient documentation includes the following official evidence of
transaction:
(a) itemized receipts;
(b) invoices;
(c) cash register tape receipts;
(d) canceled checks or other documents
reflecting proof of payment or electronic funds transferred;
(e) account statements; and
(f) credit card statements.
(17)
(a) "Traveler" means any person who is
traveling for state business for an agency.
(b) This includes employees, board members,
elected officials, vendors, volunteers, and grant recipients or award
beneficiaries.
Notes
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