210.245 Travel - In State Board - Commission, Advisory Council, and Taks Force Member Expenses

This procedure outlines the statewide policy governing travel for the various board, commission, advisory council, and task force members of state government. It is the published policy of the state that all individuals engaged in travel for Official State Business utilize the most economical mode of transportation. Section 1.b. of this policy addresses acceptable alternatives when unique and unusual situations occur which prevent the most economical mode of transportation from being utilized.

1. Mode of Transportation 

   1. Use of Privately Owned Automobile With the exception noted in 1(b) below, board, commission, advisory council, and task force members normally use their private vehicle while conducting official state business. 

      (1) The use of a privately owned vehicle will be subject to the rules of the Centralized Procurement & Fleet Services Enterprise (CPFSE). Reimbursement shall be on a mileage basis at a rate not to exceed the statutory rate as established by the Code of Iowa, and must be for official state business. The per-mile reimbursement includes all costs incurred in connection with the operation of the vehicle. 

      (2) Whenever possible, board, commission, advisory council, and task force members should travel with more than one member in a vehicle. 

      (3) Travel shall be by the usually traveled route. Mileage shall be based on mileage published by the American Automobile Association (AAA), charts published by the Iowa Department of Transportation (DOT), or from websites such as Google Maps, MapQuest, etc. All variations from the published mileage must be documented in writing. See Procedure 280.201.

   2. Use of Special Conveyances In certain instances, aircraft may be utilized when board, commission, advisory council, or task force members travel for official state business. Documentation shall be available upon request to substantiate special conveyances. This substantiation in most instances is from the perspective of cost effectiveness for the State and not that of the employee, board, commission, advisory council, or task force members. 

      (1) The use of aircraft is acceptable when a board, commission, advisory council, or task force member resides 150 driving miles or more from the meeting site. Mileage shall be based on the most direct route and mileage determined on the Iowa Transportation Map as published by the DOT.

      (2) If board, commission, advisory council, or task force members reside within 150 miles of the meeting area, but are within the continuous flight pattern of the member who is outside of the 150 mile radius, those members may be picked up along the way, providing the extra stop is the most cost effective mode of transportation. A cost comparison must be attached to the TP for the airfare expense when submitted for payment. Major Iowa cities located 150 miles or more from Des Moines are: Burlington, Clinton, Davenport, Decorah, Dubuque, Estherville, Ft. Madison, Keokuk, LeMars, Manchester, Maquoketa, McGregor, Rock Rapids, Sabula, Sioux City, Spencer, Spirit Lake, and West Union. Please note this is not an all-inclusive listing.

2. Lodging Subsistence Allowance and Meal Per Diem

   Board, commission, advisory council, and task force members are allowed 1½ the meal per diem rate of employees on official business for the State of Iowa. Official domicile rules do not apply to meal per diem reimbursements for board members. They are eligible to be reimbursed for meal costs regardless of where the meeting is held. The individual meal rates are rounded to the nearest dollar. 

   1. Meal Per Diem Rates:

      (1) Maximum reimbursable rates: 

      (a) Breakfast 12.00 

      (b) Lunch $15.00

      (c) Dinner 29.00 

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      TOTAL $56.00

       

      (2) Board, commission, advisory council, and task force members are allowed identical flexibility in regard to meals as are state employees. Specifically, if a board member is in travel status and entitled to reimbursement for all three meals, the board member may claim the amount actually expended, up to $56.00 on any combination of meals for that day. The board member is not limited to $12.00 for breakfast, $15 for lunch, and $29.00 for dinner, but is limited to $56.00 for three meals that day including tips. If a board member is eligible for only breakfast and lunch, the board member may be reimbursed meal per diem up to $27.00 for those two meals. 

      (3) If any meal of the three are catered, the amount of this meal is included in the $56.00 per day maximum.

   2. Lodging Maximum reimbursable amount is $120.00 plus applicable tax, anywhere in the state. 
   3. Excluding the reimbursable rates stated above, identical rules which apply to state employees, as outlined in (1) and (2) of this procedure, also apply to board and commission members.
3. Other Expenses Excluding those differences addressed above, all other travel policies which apply to regular state employees also apply to board, commission, and advisory council members.