126-1-03 Reimbursement of interviewing, moving, and temporary living expenses.

(A) Interviewing expenses

A state agency may reimburse within the reimbursement rates and terms allowed by this rule the interviewing expenses of a person who is interviewing for a position in schedule E-1 at pay range 13 or above or in schedule E-2 of Revised Code section 124.152 .

(1) Reimbursable expenses

The following interviewing expenses may be reimbursed:

(a) Travel expenses incurred from the residence of the person interviewing to the interview site and back to the residence of the person interviewing. Allowable travel expenses are mileage expenses for a privately owned automobile; common carrier expenses; rental car expenses; miscellaneous travel expenses such as parking charges, road tolls, subway fare, limousine service, taxicab, and local bus fare; and related gratuities.

(i) Air travel is permitted for travel entirely within Ohio only if air travel is more economical than any other mode of travel.

(ii) Rental car expenses are permitted only if car rental is more economical than any other mode of travel or if the interview site is not easily accessible by any other available mode of travel.

(b) Meal expenses and related gratuities. Expenses for alcoholic beverages or entertainment shall not be reimbursed.

(c) Lodging expenses and related gratuities if the residence of the person interviewing is more than forty-five miles from the interview site.

(2) Obtaining reimbursement of interviewing expenses

To reimburse interviewing expenses, the agency conducting the interview must:

(a) Obtain from the person being interviewed a statement itemizing expenses for travel, meals, and lodging.

(b) Obtain from the person being interviewed receipts required under this rule.

(c) Submit to the office of budget and management a voucher with the statement itemizing interviewing expenses, all receipts required under this rule, and a position description, personnel action, or job posting indicating that the position for which the person is interviewing is a position in schedule E-1 at pay range 13 or above or in schedule E-2 of Revised Code section 124.152 .

(3) Interviewing expenses may not be directly billed to the state agency.

(4) The approval of the voucher for the interviewing expenses constitutes the agency's certification of the propriety of the reimbursement of the interviewing expenses. The head of a state agency or his/her designee may require any reasonable form of verification of an expense in addition or in lieu of the receipts required under this rule, if he/she determines that additional verification is necessary to his/her certification of the propriety of the reimbursement or if required receipts are not available.

(5) At no time shall a person claim or be reimbursed more than his/her actual expenses.

(B) Moving, temporary living, and related travel expenses

(1) A state agency may reimburse within the reimbursement rates and terms allowed by this rule the moving, temporary living, and travel expenses of a person who is appointed to any of the following positions if the appointment requires a permanent change of residence:

(a) A position listed in Revised Code section 121.03 and the positions of superintendent of public instruction, chairperson of the industrial commission, adjutant general, chancellor of the board of regents, chairperson of the public utilities commission, or director of the state lottery commission;

(b) A position holding a fiduciary relationship to the governor;

(c) A position of an appointing authority of the departments of mental health, mental retardation and developmental disabilities, or rehabilitation and correction;

(d) A position of superintendent in the department of youth services;

(e) A position in a foreign office pursuant to appointment by the director of the department of development under Revised Code section 122.05 .

(2) Reimbursable expenses

The following moving, temporary living, and travel expenses may be reimbursed:

(a) The actual and necessary expenses of moving the appointee and the members of the appointee's immediate family residing in the appointee's household to the new location, including:

(i) The expenses of moving the household goods and personal effects of the appointee and of the appointee's immediate family residing in the appointee's household from the former residence to the new residence.

"Household goods and personal effects" include but are not limited to household furnishings, appliances, clothing, household pets, personal automobiles. Any items for use in the operation of a business are not considered to be "household goods and personal effects" and shall not be moved at state expense.

(ii) The actual cost of in-transit storage if the expense is necessary and reasonable.

(iii) Expenses incurred to move the appointee and the appointee's immediate family residing in the appointee's household from the former residence to the new residence. Allowable travel expenses are mileage expenses for a privately owned automobile; common carrier expenses; rental car expenses; miscellaneous travel expenses such as parking charges, road tolls, subway fare, limousine service, taxicab, and local bus fare; and related gratuities.

(a) Air travel is permitted for travel entirely within Ohio is permitted for heads of state agencies or if air travel is more economical than any other mode of travel.

(b) Rental car expenses are permitted only if rental car is more economical than any other mode of travel or if the destination is not easily accessible by another mode of travel.

(iv) Meal expenses (excluding alcoholic beverages and entertainment) and related gratuities incurred during the move for the appointee and the appointee's immediate family residing in the appointee's household, including the day that the appointee's furniture is removed from the former residence and the day that the furniture arrives at the new location.

(v) Lodging expenses and related gratuities for the appointee and the appointee's immediate family residing in the appointee's household if an overnight stay is required during the move, including the day that the appointee's furniture is removed from the former residence and the day that the furniture arrives at the new location.

(b) If the appointee is appointed to a position in a foreign office under Revised Code section 122.05 , the actual and necessary expenses of storing the appointee's household goods and personal effects and those of the appointee's immediate family residing in the appointee's household for all or part of the time the new job location remains the appointee's main job location.

(c) If the appointee is appointed to a position in a foreign office under Revised Code section 122.05 , upon completion of the assignment, the actual and necessary expenses of moving back to the United States the appointee and the appointee's immediate family residing in the appointee's household.

(d) Temporary living expenses incurred by the appointee and the appointee's immediate family residing in the appointee's household until the appointee moves the his/her permanent residence to the new location but not for a period that exceeds thirty consecutive days.

(e) Temporary living expenses that may be reimbursed are:

(i) Lodging and related gratuities for the appointee and the appointee's immediate family residing in the appointee's household.

(ii) Meals, excluding alcoholic beverages and entertainment, and related gratuities for the appointee and the appointee's immediate family residing in the appointee's household.

(iii) Reasonable miscellaneous living expenses for the appointee and the appointee's immediate family residing in the appointee's household, including laundry, dry cleaning, and reasonable personal telephone calls to the appointee's immediate family. Reimbursable living expenses do not include entertainment.

(iv) For appointees who are listed in paragraphs (B)(1)(a) to (B)(1)(d) of this rule, travel for the appointee between the new location and the former residence and related gratuities limited to the rate of one trip for each seven days that the appointee receives temporary living expenses. Members of the appointee's family are not eligible for reimbursement of travel expenses during this period.

(3) Obtaining reimbursement of moving and temporary living and related travel expenses

(a) For an appointee to be reimbursed for moving expenses:

(i) The appointee must obtain three written price quotations of actual and necessary moving and storage expenses.

(ii) The appointee must submit the three written price quotations and the invoice for moving and storage to the appointing state agency.

(iii) The appointing agency must submit to the office of budget and management a voucher with the three written price quotations, the invoice for moving and storage, and any receipts required under this rule.

(b) For an appointee to be reimbursed for meal, lodging, travel or temporary living expenses:

(i) The appointee must complete OBM 7148 "travel expense report" and document all, meal lodging, miscellaneous expenses, and travel.

(ii) The appointee must submit to the appointing state agency the completed "travel expense report" and attach all receipts required under this rule.

(iii) The appointing state agency must submit to the office of budget and management a voucher with the "travel expense report" and all receipts required under this rule.

(c) With the agreement of the appointing state agency, the following expenses may be billed by the service provider directly to the appointing state agency:

(i) Charges for moving and storage of household goods and personal effects of the appointee and the appointee's immediate family residing in the appointee's household.

(ii) Air fare for travel from the former residence to the new residence for the appointee and the appointee's immediate family residing in the appointee's household, if the appointing state agency makes prior arrangements with the state accounting section of the office of budget and management.

(iii) Other expenses for which the appointing state agency obtains prior permission from the state accounting section of the office of budget and management to directly bill the expense to the state agency.

Arrangements for direct billing must be made by the appointee with the appointing state agency before the appointee incurs or agrees to incur any expense. Any reimbursable moving and temporary living expenses that are not directly billed are eligible for reimbursement as described above.

(d) The approval of the voucher for the expenses constitutes the appointing agency's certification of the propriety of the reimbursement of the moving, temporary living, and travel expenses. The head of a state agency or his/her designee may require any reasonable form of verification of an expense in addition or in lieu of the receipts required under this rule, if he/she determines that additional verification is necessary to his/her certification of the propriety of the reimbursement or if required receipts are not available.

(C) Terms and rates of reimbursement

(1) The rates of reimbursement for interviewing, moving, temporary living, and travel expenses are determined by the state agency but may not exceed actual expenses up to the maximum rates established in this rule. Prior to incurring any expense, the person seeking reimbursement shall contact the state agency to determine the rates of reimbursement and whether the state agency requires any receipts other than those required under this rule.

(2) Travel expenses shall be reimbursed as follows:

(a) Travel by privately owned automobile

(i) Mileage expenses incurred as authorized by this rule at the rate of forty cents per mile, but if the internal revenue service's business standard mileage rate is less than forty cents a mile, the rate allowed under this paragraph shall be reduced to the internal revenue service's business standard mileage rate.

(ii) Travel by privately owned automobile is authorized only if the owner thereof is insured under a policy of liability insurance complying with the requirements of section 4509.51 of the Revised Code.

(iii) A person seeking reimbursement shall not be reimbursed for mileage commuting from his/her residence to his/her headquarters nor from his/her headquarters to his/her residence.

(iv) If a "travel expense report" is required by this rule, the "travel expense report" shall indicate

(v) All intermediate destinations (i.e., specify intermediate towns and cities but not stops within a town or city) between the commencement and termination of travel as well as all vicinity mileage after arrival at destination.

(b) Travel by common carrier

Travel by common carrier at the lowest available rate. When an international flight serves as an overnight accommodation and the day of arrival in a foreign country is a workday, the head of the state agency may authorize business class travel for the person seeking reimbursement.

(c) Required receipts for travel expenses

Except as otherwise provided, receipts are required for all common carrier expenses; and all miscellaneous travel expenses exceeding one dollar, including taxicab, parking and car rental but excluding road tolls, bus, boat, ferry, subway, and limousine service.

(3) Meal expenses shall be reimbursed as follows:

(a) Meal gratuities

At actual expense but not to exceed fifteen per cent of the actual meal expense. The amount of the gratuity shall count against the applicable meal rate.

(b) In-state meal expenses

(i) Effective July 1, 2002

(a) Actual cost up to a maximum rate of forty dollars per calendar day if the person seeking reimbursement is traveling in state for a full calendar day, that is, travel both preceded and followed by an overnight stay. Reimbursement of forty dollars for a full day of travel does not require an allocation for breakfast, lunch, and dinner. Meal reimbursement in that amount may be allocated for meals as person seeking reimbursement chooses.

(b) If the person seeking reimbursement is traveling in state for less than a full day, on the day of departure and day of return:

(i) Actual cost up to a maximum rate of nine dollars if the person seeking reimbursement is traveling any time after midnight but no later than eight a.m.

(ii) Actual cost up to a maximum rate of twelve dollars if the person seeking reimbursement is traveling any time after eight a.m. but no later than six p.m.

(iii) Actual cost up to a maximum rate of nineteen dollars if the person seeking reimbursements is traveling any time after six p.m. but no later than midnight.

(iv) On the day of departure or return, if the person seeking reimbursement is traveling for more than one of the above-specified time periods, meal reimbursement is authorized in the amount of the total of the individual amounts specified for those time periods. Reimbursement of that total amount does not require an allocation for breakfast, lunch, and dinner. Meal reimbursement in that total amount may be allocated for meals as the person seeking reimbursement chooses.

(c) If the federal per diem standard rate for meals within the continental United States (CONUS) is less than forty dollars, the rate allowed under paragraph (c)(3)(b)(iii) of this rule shall be reduced to the federal per diem standard rate for meals within the continental United States (CONUS), and the office of budget and management shall pro-rate the per diem rate to provide for meal reimbursement for less than a full day of travel.

(c) Out of state but within the United States

At the option of the person seeking reimbursement either:

(i) Actual cost up to a maximum rate of thirty dollars per calendar day; or

(ii) Actual cost with receipts as follows:

(a) Actual cost up to a maximum rate of sixty dollars per calendar day if the person seeking reimbursement is traveling out of state for a full calendar day, that is, travel both preceded and followed by an overnight stay. Reimbursement of sixty dollars for a full day of travel does not require an allocation for breakfast, lunch, and dinner. Meal reimbursement in that amount may be allocated for meals as the person seeking reimbursement chooses, but the amount claimed must be supported by receipts.

(b) If the person seeking reimbursement is traveling out of state for less than a full calendar day, reimbursement for meals on the day of departure and day of return is limited to:

(i) Actual cost up to a maximum rate of twelve dollars if the person seeking reimbursement is traveling any time after midnight but no later than eight a.m.

(ii) Actual cost up to a maximum rate of eighteen dollars if the person seeking reimbursement is traveling any time after eight a.m. but no later than six p.m.

(iii) Actual cost up to a maximum rate of thirty dollars if the person seeking reimbursement is traveling any time after six p.m. but no later than midnight.

(iv) On the day of departure or return, if the person seeking reimbursement is traveling for more than one of the above specified time periods, meal reimbursement is authorized in the amount of the total of the individual amounts specified for those time periods. Reimbursement of that total amount does not require an allocation for breakfast, lunch, and dinner. Meal reimbursement in that total amount may be allocated for meals as the person seeking reimbursement chooses, but the amount claimed must be supported by receipts.

(d) Outside the United States

Only during the portion of the trip which is outside the United States at the option of the person seeking reimbursement either:

(i) With receipts actual cost up to a maximum rate of seventy-five dollars per calendar day; or

(ii) Actual cost up to the applicable rate for meals and incidental expenses specified in the current "maximum travel per diem allowances for foreign areas" established by the United States secretary of state.

(a) Incidental expenses include miscellaneous expenses, fees, and gratuities, including taxes, service charges, meal and nonmeal gratuities, and miscellaneous living expenses.

(b) Reimbursement of meal gratuities is limited to the provisions of paragraphs (B)(3)(a) of this rule. Reimbursement of nonmeal gratuities is limited to the provisions of paragraph (B)(6) of this rule. Reimbursement of miscellaneous living expenses is limited to the provisions of paragraph (B)(5) of this rule.

(c) Under this option a person seeking reimbursement is not eligible for separate reimbursement of miscellaneous living expenses under paragraph (B)(2)(f) of this rule, meal gratuities under paragraphs (B)(2)(a)(iv) or (B)(2)(f)(ii), or nonmeal gratuities under paragraphs (B)(2)(a)(iii), (B)(2)(a)(v), (B)(2)(f)(i), and (B)(2)(f)(iv) of this rule.

(e) The head of a state agency or his/her designee may require that amounts claimed for meal expenses shall be supported by receipts although receipts may not be required under this rule, and the original receipts shall be submitted to the state agency.

(4) Lodging expenses shall be reimbursed as follows:

(a) In state

Reimbursement for lodging in commercial establishments per individual per calendar day at actual cost up to the following maximum rates plus applicable taxes on the entire room:

(i) Effective July 1, 2002, seventy-five dollars;

(ii) Effective July 1, 2006, eighty dollars.

Reimbursement for lodging in noncommercial private dwellings at a maximum rate of fifteen dollars per individual per calendar day.

(b) Out of state

Reimbursement for lodging in commercial establishments at actual cost when such cost is reasonable as determined by the head of a state agency or his/her designee.

Reimbursement for lodging in noncommercial private dwellings at maximum rate of fifteen dollars per individual per calendar day.

(c) Receipts are required for all lodging expenses.

(5) Miscellaneous living expenses shall be reimbursed at actual cost. Except as otherwise provided, receipts are required for all miscellaneous living exceeding one dollar.

(6) Nonmeal gratuities shall be reimbursed as follows:

(a) Actual cost up to a maximum of ten dollars per day for an person seeking reimbursement who is traveling overnight on the day of travel departure and on the day of return from travel.

(b) Actual cost up to a maximum of five dollars per day for:

(i) An person seeking reimbursement who is traveling overnight on any day of travel other than the day of departure or day of return.

(ii) A person seeking reimbursement who is not traveling overnight.

(c) Meal gratuities shall be reimbursed under paragraphs (A)(1)(b), (B)(2)(a)(iv), and (B)(2)(f)(ii) of this rule and not under this paragraph.

(7) Moving and storage of household goods and personal effects:

Actual cost but not more than the lowest responsive and responsible written price quotation.

(8) Adjustment of rates

The rates established in this rule for interviewing, moving, and temporary living expenses shall be automatically adjusted to reflect any changes in the rates provided in Administrative Code Rule 126-1-02 , rates and requirements for reimbursement of travel expenses of state agents.

(D) Amendment to this rule

An amendment to this rule applies to an interview or move that occurs on or after the effective date of the amendment.

Effective: 05/26/2006
R.C. 119.032 review dates: 06/30/2010
Promulgated Under: 111.15
Statutory Authority: 126.32
Rule Amplifies: 126.32
Prior Effective Dates: 7/1/00